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									                         Progress Report to the
                       75th Legislative Assembly’s
                        Legislative Fiscal Office

               Actions and Opportunities to Optimize
            Information Technology Cost and Efficiency

                                           2nd Progress Report


                                                    February 1, 2010


Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation /
                                               Dugan Petty, State Chief Information Officer
Shared Service; E - IT Asset / Lifecycle Management; F - Green IT; G - Data Management / Storage; H - Continuous Improvement; I -
                                              (503) 378-2128 / Dugan.A.Petty@state.or.us
Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 - Cost Avoidance; 3 -
Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See
Comment).
                                        Final – V1.0 – January 28, 2010
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010   2




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IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                                                                                 3



                                                         TABLE OF CONTENTS




INTRODUCTION ..................................................................................................................................................... 5
   Background ....................................................................................................................................................... 5

STATUS - ACTION TAKEN ON TOP 3 PHASE 1 OPPORTUNITIES................................................................... 5
   1) Renegotiate Contracts, Licenses and Agreements .................................................................................. 5
   2) Utilize more Web-based Tools..................................................................................................................... 7
   3) Contract Brokering / Streamline Software as a Service Acquisition....................................................... 8

AGENCY IT COST AND EFFICIENCY REPORTING .......................................................................................... 10

Statewide Email Migration Roadmap Development ........................................................................................ 13

APPENDICES ....................................................................................................................................................... 14
   Appendix A - IT Cost and Efficiency System Report................................................................................... 15
   Appendix B – Email Roadmap V0.3 (separate file) ...................................................................................... 48
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010   4




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IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                            5


INTRODUCTION

Background
This is the second progress report to the Legislative Fiscal Office (LFO) in response to a request made by LFO
in early 2009. This report covers a period from June 25, 2009 to January 29, 2010.

On February 12, 2009 the Legislative Fiscal Office (LFO) asked the State Chief Information Officer (CIO) to
convene the state CIO Council to:

        1) Describe to the legislature what state government’s information technology (IT) community was
           already doing to help deal with the current fiscal crisis;
        2) Explore other ways information technology could be leveraged in these tough times.

Between February 17, 2009 and June 25, 2009, CIO Council members participated in a series of “Fast Track”
brainstorming sessions beginning February 25, 2009. The CIO Council identified and prioritized possible IT cost
optimization actions, especially those that could be undertaken near-term. CIOs identified and ranked 11 near-
term candidates. The state’s Administrative Business Services Directors verified the ranking. Three concepts
were identified for immediate exploration and possible action including:

    1) Re-negotiating existing contracts, licenses and agreements to lower costs;
    2) Expanding the use of cost efficient web-enabled tools; and
    3) Contract Brokering / Streamline Software as a Service (SaaS) Acquisition.

A detailed progress report was issued to the Legislative Fiscal Office on June 25, 2009. That summary, full
report and appendices are available via the Web at:

    -     Summary Progress Report, June 25, 2009 (doc) (pdf)
    -     Detailed Progress Report, June 25, 2009 (doc) (pdf)
    -     Progress Report Appendices, June 25, 2009 (doc) (pdf)

STATUS - ACTION TAKEN ON TOP 3 PHASE 1 OPPORTUNITIES

1) Renegotiate Contracts, Licenses and Agreements
Description - Re-negotiating hardware, and software licenses and maintenance agreements under tough
economic conditions is a common real-world practice. Vendors understand the impact of these budget
conditions. They see keeping contracts and licenses in place as a business priority. They would rather keep
existing clients than lose them. Terms and conditions may allow renegotiation of this nature. There may also be
opportunities to reassess the scope and volume commitments for these contracts.                 Making volume
commitments may result in better pricing. Cooperative re-negotiations with other jurisdictions (cities and
counties) could also potentially save additional money for those jurisdictions.
Actions
IT Procurement Task Force - A multi-agency IT procurement Task Force was formed to review how Oregon
currently contracts with firms, explore problem areas with regard to Oregon's standard terms and conditions,
and discuss alternative strategies to improve the way IT contracts are solicited, negotiated, and administered.
The Task Force consisted of the State of Oregon Chief Procurement Officer, a State IT Procurement Analyst,
State of Oregon Deputy Chief Information Officer, Chief Information Officers from Revenue, Transportation,
Human Services, and Education or their representatives, a Risk Management representative, an Oregon
Department of Justice Assistant Attorney General, and a representative from TechAmerica -an primary industry
trade association.
The objectives of the Task Force were to:
         Review IT procurement process for ways to increase efficiencies.
         Train the IT community in procurement processes.
         Reduce cycle times & reduce the costs associated with the solicitation process.
         Adopt contract language that encourages contractors to submit appropriately priced proposals.
         Adopt contract language that allows the State of Oregon and contractors to right size assumption of
          risk; language that will not eliminate contractor participation due to restrictive terms and conditions.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                            6

 The Task Force is in the final stages of producing revised IT contract forms and associated terms and
conditions for the following types of IT contracts:
       IT Professional Services Agreement
       Hardware with minor services including maintenance and support
       Software with minor services including maintenance and support
       IT consulting services agreement
       Software license overlay document
       Software Maintenance and Support overlay document
Training on the use of these new contract forms/terms and conditions will begin in March 2010.
Contracts Inventory / Prep for Renegotiating or Rebid – Inventories of contracts have been completed. Data
was harvested from existing procurement-related systems to aid in the inventory process. With these
inventories completed, teams are in the process of identifying those contracts licenses and agreements that
offer substantial potential for cost savings. Currently, teams are focused on a review of software agreements
and on rebidding a number of statewide price agreements.
Actions
     Evaluate Software contracts – An inventory of state software contracts and a review of related vendor
        sales reports has been conducted.
            o Status - The state team, with the help of private sector experts, is in the process of comparing
                the current prices offered on statewide software contracts (no-volume guarantees) vs. pricing
                that might be available in the marketplace based on guaranteed volume sales.
       Re-bid ASAP Software Contracts - On behalf of state agencies and Oregon Cooperative Purchasing
        Program (ORCPP) members the DAS State Procurement Office has put several Price Agreements for
        software in place. The two primary agreements are the Large Account Reseller and Shrink Wrap
        Software Agreements.
            o Status: These price agreements have been extended through 5/31/10 while a new software
                agreement is being solicited.
            o Benefit - The establishment of these agreements eliminates the need for multiple state
                agencies or local governments to establish multiple contracts for the same software products.
                Further, establishing contracts at the statewide level allows the state to leverage its purchasing
                power. Finally, the prices established are ceiling prices. State and Local government agencies
                have the further opportunity to negotiate prices lower than the published prices listed in the
                state price agreements.
       Re-bid IT MSP Statewide Price Agreement - The IT MSP PA provides State and local governments
        with an opportunity to obtain affordable IT temporary hourly-based professional services and short-term
        deliverables-based project services through an expedited procurement method.
             o Status - The IT Managed Service Provider Agreement is being re-solicited.
             o Benefit - The IT MSP Agreement uses an innovative and abbreviated procurement process
                through an online web-based system to reduce the time it takes to procure temporary IT
                professional services at a reduced cost. The establishment of this agreement eliminates the
                need for multiple state agencies or local governments to establish multiple contracts for the
                same set of professional services. Further, establishing contracts at the statewide level allows
                the state to leverage its purchasing power. Finally, the prices established are ceiling prices.
                State and Local government agencies have the further opportunity to negotiate prices lower
                than the published prices listed in the state price agreements.
       Established new Personal Computer Hardware Statewide Price Agreement - State and local
        governments (all Oregon Cooperative Purchasing Program Members) have access to Oregon's
        participating addenda to the Western States Contracting Alliance (WSCA) PC and Laptop Hardware
        contracts. These contracts were established to meet the needs of Oregon agencies based on standard
        hardware configurations (PCs, Laptops, Tablet PCs, Netbooks, and Mini PCs) that are established on
        roughly every six month basis.
            o Status – Executed Oregon’s participating addenda to WSCA in September 2010.
            o Benefit – The establishment of this agreement eliminates the need for multiple state agencies
                 or local governments to establish multiple contracts for the same good/service. In addition, the
                 state of Oregon benefits from the purchasing power of the Western States Consortium
                 Agreement (WSCA) participating states.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                               7

       Established an ESRI (GIS Software) Enterprise License Agreement (ELA) – The Department of
        Administrative Services Geospatial Enterprise Office (GEO), with the endorsement of the Governor's
        Oregon Geographic Information Council (OGIC) and on behalf of state agencies, has negotiated and
        executed an enterprise license agreement (ELA) with ESRI, the provider of the standard GIS software
        for state agencies. Implementation of the agreement was done under the guidance of a stakeholder
        group of agencies that currently use ESRI software. This group also funded the initial term of the ELA,
        approximately 30 months, ending June 30, 2011. For a lump sum payment, the ELA provides unlimited
        access to most ESRI software for all state agencies. No purchase costs will be incurred for new ESRI
        software that is deployed during the term of the ELA. For new software deployed during the ELA term,
        the State will begin paying software maintenance on July 1, 2011, thus providing time to include those
        costs in the budget process for the 2011- 2013 biennium.
            o Status – ELA established in March 2009 with an initial term of approximately 30 months.
            o Benefit – Based on detailed tracking of licenses issued, the ELA has produced nearly $1 M in
                 cost avoidance to date. In addition, the ELA has already proven very useful as DAS GEO has
                 been working with ODOT and the Employment Department to develop two ESRI applications
                 for planning, tracking and reporting stimulus funds (Go Oregon and ARRA). In addition, DAS
                 GEO has implemented a Secretary of State Ballot Drop Box Viewer, several county tax lot
                 viewers and is in the process of finalizing development on a State owned/leased facilities
                 viewer.
       Mainframe System Software Consolidation Analysis – On behalf of the State Data Center Advisory
        Board - a Mainframe System Software Consolidation Workshop was held in July 2009 after months of
        mainframe software inventory, analysis and preparation. The goal of the session was to identify
        potential costs savings and efficiencies by reducing the number of mainframe tools in use that serve
        the same purpose and standardize, if possible, on a common set of mainframe software tools (e.g. Job
        Schedulers, Analysis tools, Development tools, etc.)
            o Website:
                http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs2009/3rdquarter09/ConsolidationWorkshop720x480.wmv
            o   Status - The SDC Mainframe Enterprise Systems Team is taking action on the list of savings
                opportunities. The first opportunity involves the Mainframe IBM Test and Debug Tools
                Upgrade Project. A special procurement was just completed and a forum is being held on
                January 27, 2010 to discuss high level milestones, timeline, risks, and the communication plan
                for installation of the new toolset and the decommissioning of existing Mainframe Test and
                Debug Tools.
            o   Benefit: The session was held over 1 and ½ days. Over 30 representatives from 6 agencies
                reviewed 147 mainframe software titles and identified 43 consolidation candidates that
                represented $5,142,440 in potential savings over the next 5 years.

2) Utilize more Web-based Tools
Description - Web-based tools such as web-conferencing provide a cost-effective alternative to time-
consuming and resource-intense travel to meetings. If the web-based conferencing alternative is used whenever
possible across state government, significant cost savings will accrue and result in more sustainable practices.
To optimize cost and sustainability, the State of Oregon would then apply the practice to a range of similar
activities including: trainings; conferences; forums; etc. Some agencies are well versed in the use of web-
enabled collaboration tools. That experience can be leveraged.
Actions
Oregon GovSpace – Oregon GovSpace provides a web-enabled business collaboration “Software as a
Service” offering. This service provides enterprise a Web 2.0 collaboration environment for all agencies,
boards, and commissions as needed to accomplish their mission. Oregon GovSpace provides an excellent
interagency collaboration platform. Vendor and other external stakeholder partners may also use the service.
      Status - A 200-user pilot phase was completed in September 2008.
      Benefit – Since the completion of the pilot, the system has experienced exponential “viral” growth
        increasing to 2500 users. To accommodate the emerging demand, the contract with Portland, Oregon
        based Jive Software was extended and the number of seats expanded. Overall, the use of Oregon
        GovSpace: reduces travel costs; lessens the need for expensive and time consuming in-person
        meetings; allows for concept development/document in a web-accessible 24x7 forum; provides a far
        more efficient and cost effective planning medium; focuses on collaboration, knowledge sharing,
        planning, and communication via discussion threads, wikis, blogs and other capabilities.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                            8

iLinc Web Conferencing Statewide Price Agreement - On behalf of DAS EISPD and DAS HRSD, the DAS
State Procurement Office has entered into a Statewide Price Agreement (PA) with iLinc Communications, Inc.,
under which State and local government organizations can purchase Web Conferencing Software and Services.
iLinc is a well-documented leader in offering enterprise-class Web, video and audio conferencing software via a
Software- as-a-Service (SaaS) rental model, or a traditional software purchase model with the option of hosting
by iLinc or an on-premise installation. The state team is in the process of assessing the best way to effectively
implement iLinc’s “Green Meter” functionality to track CO2, cost, and travel reductions accrued by meeting
online rather than traveling.
      Status – The iLinc Statewide Price Agreement was established in October 2009.
      Benefit - The establishment of this price agreement will eliminate the need for multiple state agencies or
         local governments to establish multiple contracts for the same software products and services. Further,
         establishing contracts at the statewide level allows the state to leverage its purchasing power. Finally,
         the prices established are ceiling prices. State and Local government agencies have the further
         opportunity to negotiate prices lower than the published prices listed in the state price agreement when
         it is established. The potential benefits that can result from the use of this kind of service are many
         including - reduction in travel time and associated costs, reduction in greenhouse gas emissions,
         improved efficiency and effectiveness of staff.
      Website: http://www.oregon.gov/DAS/EISPD/ITIP/iLinc_Web_Conferencing_Software.shtml
iLearnOregon - iLearnOregon is a dynamic off-the-shelf online learning management system that integrates
general learning management functions (course catalog, registration, enrollments, transcripts and
administration) and performance management tools such as individual development plans and skills
assessments. DAS purchased an enterprise license and initiated the statewide roll-out in 2007.
     Status as of 11/2009:
             o Over 52,000 user accounts and growing
             o 23 state agencies and divisions
             o Over 14,000 active users
             o Over 7,000 local government/general public users
     Benefit - - Centralizes all learning management functions and reporting; - Delivers and tracks on-line
        training and certifications, which reduces training expenditures; - Integrates training and development
        activities with performance management tools; - Training courses can be shared statewide; - Individual
        development plans can be tied specifically to job classifications. $1,867,500 in annual cost savings
        across all state agencies.
     Website: http://www.oregon.gov/DAS/HR/e-lms.shtml

3) Contract Brokering / Streamline Software as a Service Acquisition
Description - One agency provides IT procurement service brokering for IT contracts and “Software as a
Service” (or SaaS) services needed by multiple agencies in order to reduce the amount of time to procurement,
to streamline the procurement process, and to establish and promote the principle of a one-government (as
opposed to agency-by-agency) approach. Using e-mail or a Web-enabled collaboration software workspace, an
agency would notify all other agencies of their intent to procure. Other agencies with a need for that commodity
or service would notify the originating agency and describe their requirements. A lead agency would establish IT
contracts that all agencies can access. This approach applied on a consistent basis could significantly reduce
the amount of time and effort required to contract.
Actions
Streamline "Software as a Service" Acquisition – A multi-agency effort is underway to make it routine for one
agency to provide IT procurement service brokering for IT contracts and Software as a Service (or SaaS)
services needed by multiple agencies. The objective of the approach is to reduce the amount of time to
procurement, to streamline the procurement process, to eliminate redundant efforts and to promote a one-
government approach. Software as a Service (SaaS) is a model of software deployment where a provider
licenses an application to customers for use as an on-demand service. It can eliminate the need to: install,
maintain, support and upgrade computer applications. It can often provide a business solution with low start-up
and ongoing-costs. Combining agency needs and streamlining access to SaaS applications can result in less
duplication, better outcomes and reduced pricing. Efficiencies in the SaaS procurement process is projected to
lower the average days needed to procure from around 200 days to around 75 days, or more than a 60%
reduction in the time required.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                              9

      Software as a Service (SaaS) Strategy - The State CIO and the CIO Council sponsored the
       development of a Software as a Service (SaaS) strategy for the state of Oregon. The Software as a
       Service (SaaS) strategy represents the methodology and process guidelines for the ongoing acquisition
       of SaaS solutions in the state of Oregon. The strategy was developed as part of a multi-day, multi-
       agency workshop that focused on strategy development, application service selection and prioritization
       and the SaaS procurement process.
           o Status – The SaaS Strategy was drafted in October 2009 and is in the process of being
               finalized based on our experience with the SaaS Email RFP to be released in February 2010.
           o Benefit - There are a variety of benefits to the State via the use of SaaS offerings including
               opportunities of lower cost of ownership, improved data and process performance and process
               consistency. On demand solutions historically have provided reduced maintenance costs, faster
               implementation and adoption times. This SaaS strategy provides the opportunity to foster
               consistency of software applications across agencies, improve quality and efficiency and reduce
               risk. This movement of providing for the adoption of SaaS solutions will allow the State to
               leverage emerging inter-state synergies and best practices.
      Software as a Service (SaaS) Email Services RFP. A multi-agency workgroup sponsored by the CIO
       Council has been formed to develop an RFP to establish a Statewide Price Agreement for SaaS Email
       Services. The winning proposer will provide secure Microsoft Exchange mail hosting and secure
       transport. Service will include group calendaring and mailboxes will be hosted on Proposer's maintained
       redundant, load balanced, and high-availability MS Exchange infrastructure in an appropriately
       hardened and secured data center environment. In the last few years, several agencies have procured
       SaaS email separately. However, to take advantage of combined purchasing power and reduce
       procurement administration overhead, an Enterprise SaaS email contract that allows agencies to
       participate at their discretion makes the most sense. The availability of an Enterprise SaaS Email
       offering will also support the effort to move agencies to the standard email solution.
           o Status - The RFP is scheduled for release in February 2010. The Price Agreement resulting
                from this solicitation is anticipated to start in the spring of 2010, and may be extended for a six-
                year period. The initial term will be a minimum of two (2) years. This Agreement will be
                mandatory use for those state agencies which are under DAS purchasing authority. Note: In
                partnership with the State Procurement Office and the Department of Justice, the workgroup
                anticipates being able to execute a contract within 77 working days (a dramatic reduction in the
                normal procurement cycle).
           o Benefit - The SaaS email services offering is expected to serve as a key component of the
                state's email migration roadmap designed to standardize on Microsoft exchange and better
                enabling the state to move to common/integrated calendar and directory services. Through the
                establishment of a statewide price agreement the state should be able to leverage its combined
                purchasing power and lower overall costs. Through the use of this agreement, Agency IT staff
                should be able to spend less time on email administration and more time on improved agency
                service delivery and innovation. Agencies should have access to the same or better email
                service, at the same or lower cost per user from far fewer and more secure, reliable and
                recoverable email systems. Agencies should be able to access email services from a provider
                with much broader capabilities than their own.
      Oregon E-Recruitment System - The E-Recruitment system is the new online process for state
       agency recruitment and hiring and is offered on a Software as a Service (SaaS) basis. The E-
       Recruitment System will allow DAS to retire the Applicant Recruitment and Certification (Appl/Cert)
       system – which was a legacy COBOL application that was in service for approximately 30 years.
           o Status – Contract with NeoGov signed on June 29, 2009. Agencies began posting recruitments
               in November with all agencies to be implemented by March 31, 2010.
           o Benefit - Replaces the failing Applicant/Certification system; Provides a simple way for potential
               applicants to indicate interest in specific job openings for future recruitments; Increases agency
               customer service to applicants; Creates efficiency by answering most common questions
               through the applicant self-service portal; Reduces time to hire by approximately 33%; Improves
               reporting through automated delivery of statistical reports; Increases diversity of recruitment
               pools; and, improves processes and standardizes recruiting by providing a consistent set of
               tools to agencies.
           o Website: http://www.oregon.gov/DAS/HR/E-Recruit.shtml
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                                 10


SUMMARY - AGENCY IT COST AND EFFICIENCY REPORTING
Background – In early 2009
agencies reported the efforts that                                     Categories of Optimization
had been completed or were under
way to reduce IT cost and increase
                                                     30
efficiency and effectiveness. That
information is available via the Web
                                                     25
at (Appendices - doc / pdf).
                                                     20
Between January 7 and January 26,
2010, agencies were given a                          15
chance to again report their efforts
to reduce cost and improve                           10
efficiency and effectiveness. The
Department of Consumer and                            5
Business Services cloned a system
that had been used for another                        0
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13    Agencies      Reported




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Agencies included: Administrative
Services; Consumer and Business
Services; Corrections; Energy; Environmental Quality; Fish and Wildlife; Forestry; Human Services; Revenue;
State Lands; Transportation; Public Employees Retirement; Secretary of State. In addition, information was
entered on behalf of the CIO Council and the State Data Center.

160 Concepts Registered - Appendix A provides an itemized listing of all the concepts submitted.                    The
anticipated benefit of each is available there as well.

Categories of Optimization – The largest categories of optimization efforts were: Web-enabled tools; “Other”
(containing a range of tactical actions in very specific niches (i.e., shared code, technical tools, enterprise
architecture, etc.); consolidation and shared services; data management and storage; procurement. The top
three categories are: Web-based tools (17.5%); other (17.5%); and consolidated and shared systems
(16.25%).

Categories of Benefits – Benefits                                                    Benefit Type
associated with agency actions fell into
five groups:       cost savings; cost           70
avoidance; improve efficiency and
effectiveness;    improve    customer           60
service; and other. The highest benefit
categories included: cost avoidance             50
(38.25%); improve efficiency and
effectiveness (31.25%); and cost
                                                40
savings (23.5%). Examples of some of
the concepts reported by agencies
                                                30
include:

Highlights – A representative set of            20
agency IT cost and efficiency actions
(organized by benefit type) are provided        10
on the following pages. See Appendix
“A” to review the full progress report.          0
                                                             Cost        Improve        Cost Savings   Customer   Other
                                                           Avoidance    Efficiency                      Service
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                           11

Cost Savings / Information Systems Services Desk – The Department of Human Services (DHS) is refining
its service desk approach. This function is the principal operational interface between IT and DHS staff and
partners. DHS is working toward a vision of providing a single point of contact for all technical issues impacting
DHS staff and their partners. That would maximize first contact resolution for the customer be enabled by highly
trained staff and leveraging the right tools and the best technologies. The benefits of this approach are:
reduced cost of service desk ticket (by $7.70 or 22%); increased volume (90%) and timeliness (22%) of
resolution to customer requests; more effective and efficient use of support resources, and a 56% increase in
productivity.
Cost Savings / Email Archiving – The Department of Administrative Services (DAS) is implementing an email
archiving system that captures all incoming and outgoing emails. In the process, the system automatically de-
duplicates attachments to reduce storage costs. The new system is expected to reduce storage costs over time
by keeping only one version of attachments that are sent to or received by more than one person. The system
has also made e-discovery much more efficient.
Cost Savings/Renegotiation of the E-Government Services Contract – DAS EISPD renegotiated its contract
with HP/EDS to reduce storage costs for agency e-government content. Prior to the renegotiation the state was
paying 25 per gigabyte (GB) for storage. We were able to achieve a reduction of $15/GB (a 60% reduction) and
currently pay $10/GB. Based on the last invoice received (billed every six months), we paid $55,980 for storing
5,598 GB for six months of data at $10/GB.         Assuming no growth in storage demand (for purposes of
comparison), that translates into an annual storage cost of $111960 at $10/GB ($9330/month). At $25/GB DAS
EISPD would have paid $279,900/yr ($23,325/month). The newly negotiated rate results in annualized savings
of $167,940 and a savings of $503,820 over the remaining life of the contract.
Cost Avoidance / Oregon Stimulus and Accountability Tracking System (ORSTATS) - In March 2009, the
DAS, Enterprise Information Strategy and Policy Division, brought together state program and technology
leaders to discuss Oregon's stimulus tracking and reporting needs and obligations related to “Go Oregon”
(SB338 2009) and the American Recovery and Reinvestment Act of 2009 (ARRA). The topic was centralized
reporting and the use of a single tool (or set of tools) that could be used by recipient agencies to report to the
Governor's Office, the Federal government's recovery.gov website, and the public. The Governor's Economic
Recovery Executive Team, Go Oregon and ARRA recipient agencies, the Departments of Administrative
Services, Transportation and Employment, among many others, worked together in partnership to make that
vision a reality. The Oregon Stimulus Transparency and Accountability Tracking System (ORSTATS) is
composed of three primary components: a database to capture information about projects and other stimulus
mechanisms; a flexible reporting tool to deliver project and program information; and a map-based visualization
tool to estimate the impact of stimulus funds expended on projects throughout the state. URLs to Web-
accessible interactive maps are provided below:
      http://www.oregon.gov/recovery/StimulusReporting/go_oregon/index.shtml: This interactive map shows
        the Go Oregon! funding allocations that are being distributed within each county.
      http://oregon.gov/recovery/StimulusReporting/GoOregon.shtml: This interactive map displays the
        detailed information about GO Oregon! spending in Oregon at the project level.
      http://www.oregon.gov/recovery/StimulusReporting/ARRA_Projects.shtml : This interactive map displays
        the detailed information about American Recovery and Reinvestment Act spending in Oregon.
Cost Avoidance / Direct Payment (ACH) – The Department of Transportation has created a method for the
Oregon Motor Carrier Division to allow electronic payments from a checking or savings account within the
Oregon Trucking Online program. Direct Payment (ACH) is the electronic equivalent to writing a check. The
motor carrier sets up and authorizes a bank account through a preauthorization process. Upon receiving
approval, they become eligible to use Direct Payment (ACH) as a payment alternative on all available online
transactions. The difference in cost per transaction is substantial when comparing Direct Payment (ACH) versus
Credit Card. Credit card transactions have been averaging 2.2%. Direct Payment (ACH) cost is $0.06 per
transaction no matter the amount. Fiscal year 2007 - MCTD paid over $1 million in Credit Card merchant fees.
Fiscal year 2008 - MCTD paid over 1.2 million in Credit Card merchant fees. Potential Savings - With successful
execution of a marketing strategy being discussed at present, the projected savings in merchant fees for the
next biennium with the implementation of the Direct Payment (ACH) program could be substantial. Example:
Based on the tax reports of three (3) large carriers, in 2008 these motor carriers paid a total sum of $6,946,288
in weight mile tax using a credit card via telephone. The cost to MCTD in merchant fees was 2.2% or
approximately $152,818.00. Had Direct Payment (ACH) been chosen as the payment option for these same
transactions, the fees incurred by MCTD would have been $0.06 per transaction or $2.88.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                            12


Cost Avoidance / iLinc Web conferencing Collaboration Tools. ODOT has and continues to implement a
suite of collaboration tools and services that are supported and easy to access. The goal is to have ODOT staff
and business partners easily collaborate on projects and work regardless of their physical location. The
expected outcome is for staff to be comfortable and productive using interactive audio and visual collaboration
tools, while ODOT-IS provides a reliable, high-performance IT infrastructure and tools to support collaboration.
To date, ODOT’s use of the iLinc tool for web-meetings and desktop videoconferencing has dramatically
reduced travel costs. ODOT anticipates this initiative will return cost avoidance of $3,000,000 in 09-11 and
$3,000,000 in 11-13. Total - $ 6,000,000.
Cost Avoidance / Collaboration Tools - Blackberry Messaging Communications Collaboration Tools.
ODOT has and continues to implement a suite of collaboration tools and Services that is supported and easy to
access. The goal is to have ODOT staff and business partners easily collaborate on projects and work
regardless of their physical location. The expected outcome is for staff to be comfortable and productive using
interactive audio and visual collaboration tools, while ODOT-IS provides a reliable, high-performance IT
infrastructure and tools to support collaboration. To date, our collaboration tools include 11.4 Blackberry
Messaging Communications. To enable faster communications, decision making and positive return on
investment ODOT Blackberry Business Case and ROI. URL:
http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs2009/ODOTBlackBerryBusinessCase_ROI_121605.doc
ODOT anticipates this initiative will return direct cost savings of $350,000 in 09-11 and $350,000 in 11-13. Total
- $ 700,000.
Improve Efficiency / Agency Internet Sales – The Department of Fish and Wildlife provides citizens and
visitors the ability to purchase sport hunting, fishing, and related recreational documents via the Internet. The
sales system provides a secure web page for self-service selection and payment of documents. Fulfillment of
purchased documents may be instant fulfillment, temporary permits, or mail order depending on the document
type. Citizens have immediate and 24 hour access to purchase recreational hunting and fishing licenses, tags,
and documents from the convenience of home. This reduces travel time and expenses. Out-of- state
customers can purchase in advance of travel to Oregon. The self-serve option allows viewing of all available
hunting and fishing opportunities.
Improve Efficiency / Central Application Delivery – The Department of Consumer and Business Services
uses a central application delivery from Citrix for in-office as well as remote access to all DCBS applications.
Use of this technology approach has: significantly lengthened computer lifecycles; provides the ability to
successfully use surplused PCs instead of buying new; saves licensing costs; and provides for effective tele-
working and remote site work. The approach provides a “greener” remote access solution because it does not
require that the in-house PC to remain on to work remotely. This approach also saves staff time in deploying
and managing desktop applications
Improve Efficiency / Online Reporting – The Department of Consumer and Business Services has developed
a web-based online reporting tool in 2001 which now offers over 1000 just-in-time reports. The tool allows for
the selection and download of data as well as a choice to output in excel, standard web- display or PDF. End-
users can enter their own selection criteria to obtain a report that best meets their needs. This has led to a
reduction in the employee time required to run, print and deliver reports. The online tool reports dynamically
and statically. Static reports are delivered to internal users through a report catalog which allows them to search
for reports or save a link to a My Reports page for easy access. Since all reports are web-based, the same
report can be delivered externally which increases the agency’s ability to provide information to citizens without
additional work. The tool increases transparency and allows a more effective use of information in the decision-
making process. End-users running their own reports increase the available time that Research and Analysis
staff have to analyze data for policy setting. The technology is in place but new versions of the software are
expected to continue to expand the functionality.
Business Process Streamlining / Implementation of automated workflow. As part of the RIMS conversion
project, PERS has implemented a workflow and document management system. This system establishes
electronic workflows for all of the major benefits administration processes across the agency. It keeps track of
work queues to ensure timely response to work items and prevents things from falling through the cracks.
These workflows have improved throughput and consistency in agency processes. To date, the agency has
processed over 250,000 workflow transactions. Note: It is not possible to fully measure the efficiencies gained
at this time since PERS is still in the process of implementing and fining tuning workflows. However, PERS has
reduced the time for member mail to be distributed throughout the agency to 1-2 hours because all incoming
mail is scanned and distributed electronically. With the release of Stage 2B (3rd Qtr 2010) of the RCP project
PERS will have over 70 automated workflows in place.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010                                          13

Select list of State Data Center Activities
     Consolidated 3 iSeries to 1; Consolidated 3 mainframes to 1
     Consolidated 125 UNIX systems to 20 lessening hardware variations and complexities
     Implemented the new standard virtual server environment reducing server delivery times from average
        of 6 weeks to between 2 hours to 48 hours
     Increased the hardware capacity of Automatic Tape Library to handle an additional 1,000 tapes at any
        one time allowing for more less-expensive tape storage
     Implemented 435 terabytes tiered Storage Area Network allowing for access of storage based on
        agency requirements for need, speed and cost
     Consolidated backup system to a single Enterprise Backup System lessening variations and
        complexities
     Right sized Smartnet, right amount of maintenance on Cisco equipment and renegotiated contract to
        save $519,000

Statewide Email Migration Roadmap Development
Since the Fast Track brainstorming session in early 2009, the CIO Council sponsored a multi-agency workgroup
to assess the state’s current email environment and produce a report documenting their findings and
recommendations. The report, entitled: The Value Proposition for Enterprise Email and Related Services
documented the fact that the State of Oregon has at least fifty-three (53) email systems serving over 43,000
users. Each system is independently operated and maintained by agencies. Twenty-seven (27) of those
systems utilize Microsoft Exchange, fourteen (14) utilize Novell GroupWise, eight (8) utilize flat-file protocols
(POP3, IMAP, etc.) and, four (4) systems are provided by a third-party Software as a Service vendor. Based on
that information, the State CIO directed that an Email Migration Roadmap be developed to chart a course
toward standardization and a significant reduction in the number of email systems in operation over the next four
years.

Moving to a common email standard and reducing the number of email systems deployed is expected to:

       Allow the State of Oregon to leverage its purchasing power and negotiate software licenses and
        maintenance and support agreements as one enterprise with more favorable terms than any individual
        agency could receive on their own;
       Streamline efforts to establish standardized Software as a Service (SaaS) email service offerings;
       Accelerate the establishment of operational standards and procedures related to email system, email
        addressing, and email user account management;
       Enable the creation of shared/common approaches to address agency email storage, e-discovery,
        archival, retention and security challenges;
       Simplify hardware configuration and architecture investments;
       Support the establishment of common/integrated calendar and directory;
       Allow a common and consistent training regimen for state staff to be implemented, allowing streamlined,
        efficient training and skills development;
       Allow agency IT staff to spend less time on email administration and more time on improved agency
        service delivery and innovation; and
       Enable the most integrated, economic and efficient acquisition, installation and use of email server
        software across Oregon state government.

Status – The current version of the Email Roadmap V0.3 (attached as Appendix “B”) will be reviewed by the
CIO Council at its February 16, 2010 meeting.
IT Cost & Efficiency Report – 2nd Progress Report – February 1, 2010   14


APPENDICES




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   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       15
   Appendix A - IT Cost and Efficiency System Report

AGENCY                IT COST OR EFFICIENCY CONCEPT                                                   C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                      A                                                                                  E
                                                                                                      T                                                                                  N
CIO Council           Renegotiate Contracts, Licenses and Agreements - During these difficult         A   Renegotiating state contracts where feasible for IT hardware, software         1   In Process
                      economic times a number of IT companies have sought concessions from                and services. could result in cost reduction, especially when magnified
                      their suppliers to reduce costs. Renegotiating state contracts where feasible       by the potential of multi-agency purchases and spending.
                      for IT hardware, software and services. could result in cost reduction,
                      especially when magnified by the potential of multi-agency purchases and
                      spending.
CIO Council           Utilize more Web-based Tools - Web-based tools, such as web-                    B   Cost avoidance, reduction in Greenhouse Gases and CO2 emissions,               3   In Process
                      conferencing and collaboration tools; provide a cost-effective alternative to       and cost savings.
                      time-consuming and resource-intense travel to meetings.
CIO Council           Contract Brokering through Cross- agency Collaboration - One agency             A   Cost avoidance, Increased efficiency and effectiveness                         3   In Process
                      could act as a lead to develop the IT procurement and brokering service for
                      other agencies thus reducing the overhead required to conduct multiple
                      procurements. If the contracts result in enterprise wide price agreements,
                      there will be leveraged purchasing power.
CIO Council           Electronic Payroll Statements (Pay Stubs) Electronic Payroll Statements         X   Currently, the Oregon Statewide Payroll Services. (OSPS) unit within the       1   Opportunity
                      (Pay Stubs) - Transition from a paper-based distribution of state employee          DAS prints and distributes approximately 48,000 employee payroll
                      payroll statements to an electronically distributed system to substantially         statements per month. 40,000 provide employees documentation of
                      reduce printing costs and the cost of staff resources needed to distribute          direct deposit statements. 8,000 show issuance of paper checks. In
                      and file the paper documents, also creating a more sustainable practice.            addition to the actual printing costs, distribution and Administrative Staff
                                                                                                          throughout the agencies are then required to distribute these documents
                                                                                                          taking care to protect privacy and sensitive information. The paper then
                                                                                                          has to be filed. The entire process accrues costs throughout. A shift from
                                                                                                          paper- based to electronic distribution of these documents has been
                                                                                                          planned, evaluated and deemed a prudent course of action by experts.
                                                                                                          Several years ago OSPS crafted a Policy Option Package (POP) to
                                                                                                          convert these pay stubs and related forms to an electronically distributed
                                                                                                          format. That POP would have required a slight increase in assessment
                                                                                                          and so did not receive necessary agency support to go forward. Is
                                                                                                          possible to convert existing system to distribute these forms
                                                                                                          electronically. In recent years a number of vendors have begun to offer
                                                                                                          to undertake these functions for fee. Experts cited a cost estimate of $.25
                                                                                                          per month per employee as a conservative estimate of cost for the
                                                                                                          service. COMMENT - Reduced printing costs and cost of staff
                                                                                                          resources.
CIO Council           Improve Citizen Access to State Government Services. More web-                  B   More citizens are expecting services and information to be readily             4   Opportunity
                      enabled self-service applications allows citizens to access information and         available via the Internet. The State of Oregon, through DAS E-
                      government services when and where they need it and reduces the cost of             Government Program provides some of the e-government enabling
                      conventional transactions by agencies                                               technology, policy and support for agencies. Agency use of web-enabled
                                                                                                          services has increased. Experience shows that providing Services. via
                                                                                                          web-based tools lowers the cost-per-transaction for agencies, as well as
                                                                                                          reducing cost and time burdens for citizens. Web- enabled services. are
                                                                                                          usually streamlined and semi-automated further reducing cost.
                                                                                                          Accelerating the adoption rate of these services. provides a predictable
                                                                                                          way to increase efficiency, optimize cost and better address citizen
                                                                                                          expectations.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       16
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                      B   STATUS
                                                                                                        A                                                                                E
                                                                                                        T                                                                                N
CIO Council           Telecommuting The agencies of the State of Oregon are guided by DAS               X   DAS statewide policy 50.050.01, Telecommuting, was revised in                2   Complete
                      statewide policy to enable telecommuting. To optimize costs and promote               November 2009 to encourage state agencies to allow employees, where
                      more sustainable practices, explore action that can be taken using the                suitable, to telecommute when there are opportunities for improved
                      innovative application information technology to make the practice of                 employee performance, reduced commuting miles or agency savings.
                      telecommuting an attractive alternative for all agencies when appropriate to          While a routine practice, observers believe telecommuting is not truly
                      achieve business purposes.                                                            promoted across the agencies thus not optimizing cost savings and
                                                                                                            sustainability benefits. Tools to allow telecommuting have evolved over
                                                                                                            the years, but without a comprehensive review to determine how best to
                                                                                                            enable employees to accomplish business objectives. The cost benefits
                                                                                                            are tangible warranting a shift from simply enabling telecommuting to
                                                                                                            promoting the practice.
                                                                                                            http://www.oregon.gov/DAS/HR/docs/advice/P5005001.pdf
CIO Council           IT Procurement Task Force A multi-agency IT procurement Task Force                A   The objectives of the Task Force are to: * Review IT procurement             3   In Process
                      was formed to review how Oregon currently contracts with firms, explore               process for ways to increase efficiencies. * Train the IT community in
                      problem areas with regard to Oregon's standard terms and conditions, and              procurement processes. * Reduce cycle times. * Reduce the costs
                      discuss alternative strategies to improve the way IT contracts are solicited,         associated with the solicitation process. * Adopt contract language that
                      negotiated, and administered. The Task Force consists of the State of                 encourages contractors to submit appropriately priced proposals. * Adopt
                      Oregon Chief Procurement Officer, a State IT Procurement Analyst, State of            contract language that allows the State of Oregon and contractors to
                      Oregon Deputy Chief Information Officer, Chief Information Officers from              right size assumption of risk. * Provide clarity for customers and
                      Revenue, Transportation, Human Services, and Education or their                       contractors. * Practice business in a way that is above reproach. * Adopt
                      representatives, a Risk Management representative, an Oregon Department               contract language that will not eliminate contractor participation due to
                      of Justice Assistant Attorney General, and a representative from                      restrictive terms and conditions. The Task Force is in the final stages of
                      TechAmerica -an primary industry trade association.                                   producing revised IT contract forms and associated terms and conditions
                                                                                                            for the following types of IT contracts: 1. IT Professional Services
                                                                                                            Agreement 2. Hardware with minor services including maintenance and
                                                                                                            support 3. Software with minor services including maintenance and
                                                                                                            support 4. IT consulting services agreement 5 Software license overlay
                                                                                                            document 6. Software Maintenance and Support overlay document
CIO Council           Software as a Service (SaaS) Email Services. A multi-agency workgroup             C   The SaaS email services offering is expected to serve as a key               3   In Process
                      sponsored by the CIO Council has been formed to develop and RFP to                    component of the state's email migration roadmap designed to
                      establish a Statewide Price Agreement for SaaS Email services. The                    standardize on Microsoft exchange and better enabling the state to move
                      winning proposer shall provide secure Microsoft Exchange mail hosting and             to common/integrated calendar and directory services. Through the
                      secure transport. Service shall include group calendaring. Mailboxes must             establishment of a statewide price agreement the state should be able to
                      be hosted on Proposer's maintained redundant, load balanced, and high-                leverage its combined purchasing power and lower overall costs.
                      availability MS Exchange infrastructure in an appropriately hardened and              Through the use of this agreement, Agency IT staff should be able to
                      secured data center environment. The Price Agreement resulting from this              spend less time on email administration and more time on improved
                      solicitation is anticipated to start in the spring of 2010, and may be extended       agency service delivery and innovation. Agencies should have access to
                      through a six-year period as described herein. The initial term will be a             the same or better email service, at the same or lower cost per user from
                      minimum of two (2) years. This Agreement will be mandatory use for those              far fewer and more secure, reliable and recoverable email systems.
                      state agencies which are under the DAS purchasing. They will not be                   Agencies should be able to access email services from a provider with
                      mandatory for members of the ORCPP although they are heavily used by                  much broader capabilities than their own.
                      them. In partnership with the State Procurement Office and the Department
                      of Justice, the workgroup anticipates being able to execute a contract within
                      77 working days (a dramatic reduction in the normal procurement cycle).




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                      17
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                      B   STATUS
                                                                                                       A                                                                                E
                                                                                                       T                                                                                N
CIO Council           Software as a Service (SaaS) Strategy The State CIO and the CIO                  C   There are a variety of benefits to the State via the use of SaaS offerings   3   In Process
                      Council sponsored the development of a Software as a Service (SaaS)                  including opportunities of lower cost of ownership, improved data and
                      strategy for the state of Oregon. The Software as a Service (SaaS) strategy          process performance and process consistency. On demand solutions
                      represents the methodology and process guidelines for the ongoing                    historically have provided reduced maintenance costs, faster
                      acquisition of SaaS solutions in the state of Oregon. The strategy was               implementation and adoption times. This SaaS strategy provides the
                      developed as part of a multi-day, multi-agency workshop that focused on              opportunity to foster consistency of software applications across
                      strategy development, application service selection and prioritization and the       agencies, improve quality and efficiency and reduce risk. This movement
                      SaaS procurement process.                                                            of providing for the adoption of SaaS solutions will allow the State to
                                                                                                           leverage emerging inter-state synergies and best practices.
CIO Council           Email Value Proposition Analysis A report entitled The Value Proposition         D   Moving to a common email standard and reducing the number of email           3   In Process
                      for Enterprise Email and Related Services was delivered to and accepted by           systems deployed is expected to: * Allow the State of Oregon to leverage
                      the CIO Council in mid-October 2009. The report was created by the CIO               its purchasing power and negotiate software licenses and maintenance
                      Council sponsored Enterprise Email Value Proposition Workgroup. The                  and support agreements as one enterprise with more favorable terms
                      Workgroup was comprised of representatives from Oregon State Police, the             than any individual agency could receive on their own. * Streamline
                      Department of Administrative Services (DAS) State Data Center, and the               efforts to establish standardized Software as a Service (SaaS) email
                      DAS Enterprise Information Strategy and Policy Division. That report                 service offerings * Accelerate the establishment of operational standards
                      identified that the State of Oregon has fifty-three (53) email systems serving       and procedures related to email system, email addressing, and email
                      ~43,275 users that are independently operated and maintained by Oregon               user account management * Enable the creation of shared/common
                      State Agencies. Twenty-seven (27) of those systems utilize Microsoft                 approaches to address agency email storage, e-discovery, archival,
                      Exchange, fourteen (14) utilize Novell GroupWise, eight (8) utilize flat-file        retention and security challenges * Simplify hardware configuration and
                      protocols (POP3, IMAP, etc.) and, four (4) systems are provided by a third-          architecture investments * Support the establishment of
                      party Software as a Service vendor. Based on that information, the State             common/integrated calendar and directory Services. * Allow a common
                      CIO directed that an Email Migration Roadmap be developed to chart a                 and consistent training regimen for state staff to be implemented,
                      course toward standardization and a significant reduction in the number of           allowing streamlined, efficient training and skills development. * Allow
                      email systems in operation over the next four years.                                 agency IT staff to spend less time on email administration and more time
                                                                                                           on improved agency service delivery and innovation * Enable the most
                                                                                                           integrated, economic and efficient acquisition, installation and use of
                                                                                                           email server software across Oregon state government.
CIO Council           Enterprise Anti-Spam Consolidate the various anti-spam services now              X   Definition available online. Enterprise Anti-Spam.                           2   Opportunity
                      occurring at several agencies into one robust service provided as a utility by
                      the State Data Center. This could serve to optimize cost and free-up
                      valuable staff resources to better focus on targeted business objectives.
CIO Council           Expedite Shared Development and Use of Code Standardized code is                 X   A forum and secure repository to allow programmers to easily share           2   Opportunity
                      needed to enable interagency data sharing. Open source (OS) code,                    code and software when it is appropriate and compliant with licensing
                      operating systems and software can be used for a variety of purposes. To             constraints can lead to reduced costs. A well-organized code library that
                      lower cost and optimize the usefulness and value of data and systems, there          also identifies use, license and distribution restrictions could promote
                      is a need for a forum and secure repository to allow programmers to easily           data sharing and encourage replicable software development that
                      share code enabling data sharing and open source code and software when              delivers reusable code quickly. COMMENT - Shared Code Library.
                      it is appropriate to do so. There is a need for a well-organized code library
                      that also identifies use, license and distribution restrictions. Promote the
                      appropriate use of code to enable data sharing, and the sharing of replicated
                      OS code and software to speed up the development of software and
                      applications. The approach will: promote data sharing across the agencies;
                      reduce build-time and error rates optimizing cost and creating residual value
                      in coding efforts; and encourage a repeatable software development
                      methodology that delivers reusable code quickly.



   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       18
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                   C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                      A                                                                                  E
                                                                                                      T                                                                                  N
CIO Council           Streamline "Software as a Service" Acquisition One agency provides IT           C   Software as a Service (SaaS) is a model of software deployment where           3   Opportunity
                      procurement service brokering for IT contracts and Software as a Service            a provider licenses an application to customers for use as an on-demand
                      (or SaaS) services needed by multiple agencies in order to reduce the               service. It can eliminate the need to: install, maintain, support and
                      amount of time to procurement, to streamline the procurement process, and           upgrade computer applications. It can often provide a business solution
                      to establish and promote the principle of a one-government (as opposed to           with low start-up and ongoing-costs. Combining agency needs and
                      agency-by-agency) approach. Using e-mail or a Web- enabled collaboration            streamlining access to SaaS applications can result in less duplication,
                      software workspace, an agency would notify all other agencies of their intent       better outcomes and reduced pricing. COMMENT - De-duplication,
                      to procure. Other agencies with a need for that commodity or service would          consolidation of geospatial datasets.
                      notify the originating agency and describe their requirements. A lead agency
                      would establish IT contracts that all agencies can access. This approach
                      applied on a consistent basis could significantly reduce the amount of time
                      and effort required to contract.
CIO Council           GIS Data Consolidation Build on Oregon's achievements in geospatial data        G   GIS data has become an increasingly important and valuable component           2   Opportunity
                      coordination to consolidate/de-duplicate Geographic Information Systems             in management, planning and decision-making. The State of Oregon has
                      (GIS) datasets within the State Data Center. That would blend agencies'             been successful in coordinating the development and use of geospatial
                      currently separate GIS data sets into a single strategic asset to which each        data across the state. The DAS Geospatial Enterprise Office (GEO) has
                      agency contributes and all can use.                                                 created a data clearinghouse where standards-based data sets are
                                                                                                          provided in a statewide projection for all users. GEO has created data
                                                                                                          exchange standards, and data sets that adhere to those standards. GEO
                                                                                                          has established cooperative partnerships in data creation (e.g., aerial
                                                                                                          imagery, TRANS. and tax data). The National States Geographic
                                                                                                          Information Council (NSGIC) has identified Oregon as one of only nine
                                                                                                          states in the nation that meets all of the key factors for successful
                                                                                                          geospatial coordination. That success has provided a sustainable
                                                                                                          conduit for Federal funding over the years. Still, one objective has not yet
                                                                                                          been achieved. Some GIS data sets held by agencies are still not part of
                                                                                                          a common statewide geospatially enabled data environment. So certain
                                                                                                          pieces are missing that would provide value for all other agencies.
                                                                                                          Governor's Executive Order 00-02 promotes agencies' coordination of
                                                                                                          GIS activities. It does not consolidate data so it can be developed once
                                                                                                          and then be available for use by all. It does not envision GIS data as a
                                                                                                          strategic asset with ever increasing value.
Administrative        Oregon E-Recruitment System The E-Recruitment system is the new                 X   Replaces the failing Applicant/Certification system; - Provides a simple       9   Finished
Services              online process for state agency recruitment and hiring.                             way for potential applicants to indicate interest in specific job openings
                                                                                                          for future recruitments; - Increases agency customer service to
                                                                                                          applicants; - Creates efficiency by answering most common questions
                                                                                                          through the applicant self-service portal; - Reduces time to hire by
                                                                                                          approximately 33%; - Improves reporting through automated delivery of
                                                                                                          statistical reports; - Increases diversity; - Improves processes and
                                                                                                          standardizes recruiting by providing a consistent set of tools to agencies;
                                                                                                          - Promotes sustainability. COMMENT - This system falls into several
                                                                                                          categories: Web- based Tools/Online services, Software as a Service
                                                                                                          (SaaS), Green IT, and Business Process Streamlining. Contact: Steve
                                                                                                          Schafer, 503-373- 7320.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                     19
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                     B   STATUS
                                                                                                       A                                                                               E
                                                                                                       T                                                                               N
Administrative        iLearnOregon - iLearnOregon is a dynamic off-the-shelf online learning           B   - Centralizes all learning management functions and reporting; - Delivers   3   Finished
Services              management system that integrates general learning management functions              and tracks on-line training and certifications, which reduces training
                      (course catalog, registration, enrollments, transcripts and administration)          expenditures; - Integrates training and development activities with
                      and performance management tools such as individual development plans                performance management tools; - Training courses can be shared
                      and skills assessments.                                                              statewide; - Individual development plans can be tied specifically to job
                                                                                                           classifications. COMMENT - Cost savings presented above are
                                                                                                           estimated annual savings across all state agencies. Contact: Theme
                                                                                                           Grenz, 503-378- 6213. Total - $ 1,867,500.
Administrative        Statewide IT Training - Statewide Price Agreement A statewide price              A   One Price Agreement serves the needs to state and local government          3   Finished
Services              agreement for information technology training services was established in            professionals. Removes the need for multiple contracting efforts.
                      January 2009. Contracts with four vendors were established to provide                Provides cost effective training services for IT professionals. COMMENT
                      training across six categories * Management (e.g. Change Mgt., BCP, ITIL,            - Contracts were established. Training courses are now being provided
                      COBIT) * Infrastructure (e.g. Network, OS, Firewalls, Security) * Application        on an ongoing basis.
                      Development (e.g. Java, Visual Basic, XML) * Database Management (e.g.
                      Oracle, SQL, DB2) * Technical Support services (e.g. Helpdesk,
                      LAN/Desktop) * Use of Information as an Asset (e.g. Data Mgt., GIS, ERP)
Administrative        IT Managed Service Provider – Statewide Price Agreement Under the IT             A   The IT MSP PA provides State and local governments, i.e., Authorized        3   In Process
Services              MSP Price Agreement, a single contractor (the MSP) serves as the constant            Purchasing Agencies; with an opportunity to obtain affordable IT
                      prime contractor for each purchasing agency work order contract (WOC)                temporary hourly-based professional services and short-term
                      executed under the PA. The MSP manages a pool of qualified IT                        deliverables-based project services through an expedited procurement
                      subcontractors through its web-based automated system that include                   method. The IT MSP PA uses an innovative and abbreviated
                      minority and women-owned businesses and emerging small companies. As                 procurement process through an online web-based system to reduce the
                      needed, purchasing agencies can submit WOC requests into the system to               time it takes to procure temporary IT professional services at a reduced
                      obtain hourly-based temporary IT services (tasks at a fixed hourly rate and          cost. COMMENT - The IT Managed Service Provider Agreement is
                      in a pre-defined number of hours), or project-based temporary IT services            being resolicited.
                      with defined statements of work, milestones, and deliverables to satisfy their
                      business needs. In response to requests, the MSP identifies multiple
                      qualified subcontractors from its managed pool whom it deems capable of
                      performing the needed work. The requesting purchasing agencies then
                      approve of a particular subcontractor to perform the desired work. As work is
                      completed and invoiced, purchasing agencies are able to log into the system
                      and approve deliverables and invoices for payment. In addition, the IT MSP
                      uses a People-Ticker tool that continually monitors the hourly rates of
                      different IT classifications to ensure the standardized rates in the IT MSP PA
                      remain current.
Administrative        Oregon GovSpace - Collaboration tool/Social Business Software - Software         C   To accommodate the emerging demand, the original contract was               3   Finished
Services              as a Service offering. This service provides enterprise Web 2.0 collaboration        extended and the number of seats expanded. Overall, the use of Oregon
                      for all Agencies, boards, and commissions to communicate via the internet            GovSpace: * lessens the need for expensive and time consuming
                      with government, stakeholders and vendors to accomplish their mission.               "terrestrial"/in person meetings * allows for concept development in a
                      This service, now called "Oregon GovSpace" has been in use since the 200-            web-accessible 24x7 forum * provides a far more efficient and cost
                      user pilot phase was completed in September 2008. Website:                           effective planning medium * focuses on collaboration, knowledge
                      Oregon.jivesoftware.com                                                              sharing, planning, communication and subsequent action * opens the
                                                                                                           door to new possibilities in multi-agency collaboration, planning, and
                                                                                                           action * provides the experience needed to successfully plan and act in a
                                                                                                           multi- agency virtual setting. The system has experienced: * Exponential
                                                                                                           Viral Growth (>2500 users) - largely word of mouth demo as invited * 3
                                                                                                           major upgrades and numerous minor enhancements with no visible
                                                                                                           impact to users (Less than 5 minute down time when upgrading)

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       20
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                       A                                                                                 E
                                                                                                       T                                                                                 N
Administrative        State Owned/Leased Building Viewer – The DAS Facilities Division and             B   Improved efficiency and effectiveness of government                           3   In Process
Services              the DAS EISPD GEO have teamed up to develop a web-based State
                      Owned/Leased Building Viewer that shows the location of the building on a
                      Map of Oregon, Driving directions to the building, Google Street View of the
                      building and provides a web link to the energy report for each building
Administrative        SOS Ballot Drop Box Locator: In partnership with the Secretary of State,         B   Improved efficiency and effectiveness and improved customer service           4   Finished
Services              we developed a Ballot Drop Box Locator/Viewer for the upcoming special
                      election and for use in the primary and general elections later in the year.
                      The system can be accessed directly via this URL:
                      http://www.sos.state.or.us/dropbox/ OR can be accessed from the link
                      posted on the SOS Elections site: http://www.sos.state.or.us/elections/
Administrative        Criminal Justice Statistics System/Website In partnership with the               B   Improved Efficiency and Effectiveness                                         3   Finished
Services              Criminal Justice Commission (CJC), we developed a Criminal Justice
                      Statistics System/Website. The system can be accessed directly via this
                      URL: http://navigator.state.or.us/cjc/ OR can be accessed from the link
                      located off of the CJC Website: http://www.oregon.gov/CJC/SAC.shtml.
Administrative        Oregon Hazards Explorer http://www.oregonexplorer.info/hazards/ The              B   Improved efficiency and effectiveness of government                           3   Finished
Services              Oregon Hazards Reporter is a web- based reporting tool that allows users to
                      access Oregon hazards data from multiple state and federal agencies and
                      report on known hazards for specific areas of interest. The tool includes the
                      ability to visualize and generate reports of known hazards for tax lots,
                      addresses, or user defined areas.
Administrative        Oregon Imagery Explorer http://www.oregonexplorer.info/imagery/ Thanks           G   Cost Avoidance and Improved Efficiency and Effectiveness. The state of        2   Finished
Services              to the U.S. Department of Agriculture's National Agriculture Imagery                 Oregon was able to obtain 2009 imagery for less than $4.00 per square
                      Program (NAIP) and a multi-agency partnership coordinated by the Oregon              mile. Oregon is 98,000 square miles.
                      Geospatial Enterprise Office, high resolution color aerial photography is
                      available of the entire state. The imagery, flown in the summer of 2005, can
                      be viewed or downloaded from Oregon Imagery Explorer. This is the first
                      dataset to be made available through the Imagery Framework, a
                      collaborative effort to create a widely available source of basic imagery data
                      that adheres to a common standard and upon which organizations can build
                      by adding their own detailed datasets. The Imagery Framework is helping
                      realize the vision of navigatOR with state-of-the-art accessibility to common
                      data themes that geographic data users need. Older imagery, as well as
                      future acquisitions, will also be available here. (2009 imagery is expected in
                      the next month or so)
Administrative        Oregon Spatial Data Clearinghouse A powerful new data-access tool for            G   These are the datasets that serve as base data for a variety of GIS           3   Finished
Services              Oregon researchers, students, public agency staff, private industry and the          applications that support important research, business and public
                      public at large was launched November 18, 2009 in conjunction with                   services. Framework datasets include ADMIN. boundaries, TRANS.,
                      national GIS Day. The Oregon Spatial Data Library provides easy and                  land use, ownership, water, hazards and wetlands. Many state and
                      convenient ways to find, access and share geospatial data at no cost to the          federal agencies have contributed to the collaborative development and
                      user. Currently, more than 200 datasets can be displayed and downloaded,             continued stewardship of these datasets. The Oregon Spatial Data
                      with more to be added as they become available. Developed in partnership             Library also ties the Oregon Explorer Web portal to the State of Oregon's
                      with Oregon State University Libraries, the Institute for Natural Resources          NavigatOR initiative. Government agencies at all levels use geographic
                      and the Oregon Department of Administrative Services (DAS) Geospatial                information in their daily activities and frequently request that data from
                      Enterprise Office (DAS-GEO), the Oregon Spatial Data Library features                DAS GEO. The Oregon Spatial Data Library is a first step toward
                      access to all statewide framework data available for Oregon.                         connecting decision makers with the data they need when they need it.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                           21
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                          B   STATUS
                                                                                                        A                                                                                    E
                                                                                                        T                                                                                    N
Administrative        Oregon Stimulus and Accountability Tracking System (ORSTATS) In                   B   Leveraging Existing Systems, Existing Data and eliminating the need for          2   Finished
Services              March 2009, the DAS Enterprise Information Strategy and Policy Division               multiple stimulus tracking and reporting systems. In addition, the state is
                      brought together state program and technology leaders to discuss Oregon's             able to satisfy Oregon Legislature's reporting and transparency
                      stimulus tracking and reporting needs and obligations related to Go Oregon            requirements for the use of GoOregon funds as well as the Federal
                      SB338 and the American Recovery and Reinvestment Act (ARRA)                           Government's ARRA requirements for reporting and transparency.
                      centralized reporting and the use of a single tool (or set of tools) that could       Finally, the public has a better awareness of how these funds are being
                      be used by recipient agencies to report to the Governor's Office, the Federal         spent and the results that are being produced through the spending of
                      government's recovery.gov website, and the public. Since that time, the               stimulus funds.
                      Governor's Economic Recovery Executive Team, Go Oregon and ARRA
                      recipient agencies, DAS, ODOT, Employment Department., and many
                      others have worked together in partnership to make that vision a reality. The
                      Oregon Stimulus Transparency and Accountability Tracking System
                      (ORSTATS) is composed of three primary components: 1. a database to
                      capture information about projects and other stimulus mechanisms 2. a
                      flexible reporting tool to deliver project and program information, and 3. a
                      map-based visualization tool to estimate the impact of stimulus funds
                      expended on projects throughout the State. * http://oregonstats.org/ *
                      http://www.oregon.gov/recovery/StimulusRe porting/go_oregon/index.shtml:
                      This interactive map shows the Go Oregon! funding allocations that are
                      being distributed within each county. *
                      http://oregon.gov/recovery/StimulusReportin g/GoOregon.shtml: This
                      interactive map displays the detailed information about GO Oregon!
                      spending in Oregon at the project level. *
                      http://www.oregon.gov/recovery/StimulusRe porting/ARRA_Projects.shtml:
                      This interactive map displays the detailed information about American
                      Recovery and Reinvestment Act spending in Oregon.
Administrative        Broadband Data Collection, Mapping, and Planning Project. The                     X   The NTIA grant program requires a state match of 20%. PUC had                    2   In Process
Services              Oregon Public Utility Commission (PUC) and the DAS Enterprise                         originally received authorization to use up to $400,000 in funds from the
                      Information Strategy and Policy Division (EISPD) Geospatial Enterprise                Universal Service Fund as the state match for this service. Through the
                      Office (GEO) are partnering to collect broadband related data and create an           in-kind contribution of DAS Geospatial Enterprise Office. COMMENT -
                      Oregon Broadband Map. Funds are being provided by a federal grant                     Oregon was awarded $2.1 M for Broadband Data Collection, Mapping
                      program administered by the Department of Commerce National                           and Planning in December 2009. The contract with the primary vendor is
                      Telecommunications and Information Agency (NTIA) designed to collect                  expected to be complete in February 2010. Total - $ 400,000.
                      data nationally and create a national broadband map.
Administrative        iLinc Web Conference Services. - Statewide Price Agreement On behalf              A   Cost avoidance and Improved Efficiency and Effectiveness - The                   3   Finished
Services              of DAS EISPD, the DAS State Procurement Office has entered into a                     establishment of this price agreement will eliminate the need for multiple
                      Statewide Price Agreement (PA) with iLinc Communications, Inc., under                 state agencies or local governments to establish multiple contracts for
                      which State and local government organizations ("Authorized Purchasers" or            the same software products and services. Further, establishing contracts
                      AP) can purchase Web Conferencing Software and Services. iLinc is a well-             at the statewide level allows the state to leverage its purchasing power.
                      documented leader in offering enterprise-class Web, video and audio                   Finally, the prices established are ceiling prices. State and Local
                      conferencing software via a Software- as-a-Service (SaaS) rental model, or            government agencies have the further opportunity to negotiate prices
                      a traditional software purchase model with the option of hosting by iLinc or          lower than the published prices listed in the state price agreement when
                      an on-premise installation. The company's products possess all the general            it is established. The potential benefits that can result from the use of this
                      attributes expected in this market space, as well as certain very desirable           kind of service are many including - reduction in travel time and
                      proprietary features such as the patented Green Meter. The Green Meter is             associated costs, reduction in greenhouse gas emissions, improved
                      an automatic calculator inside the iLinc Web conferencing software that               efficiency and effectiveness of staff.
                      tracks CO2, cost, and travel reductions accrued by meeting online rather
                      than traveling.


   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                    22
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                  C   BENEFIT / COMMENT / TOTAL / START / END                                      B   STATUS
                                                                                                     A                                                                                E
                                                                                                     T                                                                                N
Administrative        Electronic Records Management System - Statewide Price Agreement               A   Cost avoidance and Improved Efficiency and Effectiveness - The               3   In Process
Services              Department of Justice, and the DAS State Procurement Office have                   establishment of this price agreement will eliminate the need for multiple
                      partnered to establish Statewide Price Agreements with multiple contractors,       state agencies or local governments to establish multiple contracts for
                      under which State and local government organizations ("Authorized                  the same software products and services. Further, establishing contracts
                      Purchasers") may acquire a complete or partial Department of Defense DoD           at the statewide level allows the state to leverage its purchasing power.
                      5015.2 or DoD 5015.02 certified Electronic Records Management System               Finally, the prices established are ceiling prices. State and Local
                      ("ERMS"), components, i.e., software, supplemental Equipment, and related          government agencies have the further opportunity to negotiate prices
                      professional services. Authorized Purchasers have the ability to purchase          lower than the published prices listed in the state price agreement when
                      complete ERMS systems or selected ERMS system components for                       it is established. In addition, the Electronic Records Management System
                      purposes of document management, records management, content                       software and services are expected to provide state and local
                      management, process management, web content management, e-mail                     government agencies with the tools they need to better manage agency
                      management, collaboration; and associated services The State                       records, comply with records archival, eDiscovery and retention
                      Procurement Office and Enterprise Information Strategy                             requirements, and provide their employees and customers with better
                                                                                                         and more timely access to agency records
Administrative        Desktop Power Management Software and Services - Statewide Price               F   Cost avoidance and Improved Efficiency and Effectiveness - The               2   In Process
Services              Agreement Through the Governor's Sustainability Initiative and his                 establishment of this price agreement will eliminate the need for multiple
                      commitment for Oregon's participation in the Climate Saver's Initiative,           state agencies or local governments to establish multiple contracts for
                      Governor Kulongoski has established a series of reduction targets for              the same software products and services. Further, establishing contracts
                      energy consumption and greenhouse gas emissions across state                       at the statewide level allows the state to leverage its purchasing power.
                      government operations. Agency Chief Information Officers and Information           Finally, the prices established are ceiling prices. State and Local
                      Technology staff can play a major role in helping Oregon state government          government agencies have the further opportunity to negotiate prices
                      achieve those targets by putting the people, processes, policies and               lower than the published prices listed in the state price agreement when
                      technologies in place to better manage the agency desktop environment. To          it is established. In addition, the Desktop Power Management Software
                      that end, DAS EISPD is working with the DAS State Procurement Office on            and services provided under the contract are expected to provide state
                      an RFP to acquire needed Desktop Power Management Software and                     and local government agencies with the tools they need to better
                      Services. The RFP is expected to be released in February 2010.                     manage power consumption of their desktop computers. This has the
                                                                                                         potential to lower overall power consumption, reduce green house gas
                                                                                                         emissions and lower costs.
Administrative        ESRI (GIS Software) Enterprise License Agreement (ELA) With the                A   Cost Avoidance - For a lump sum payment, the ELA provides unlimited          2   Finished
Services              endorsement of the Governor's Oregon Geographic Information Council                access to most ESRI software for all state agencies. No purchase costs
                      (OGIC) and on behalf of state agencies, DAS GEO has negotiated and                 will be incurred for new ESRI software that is deployed during the term of
                      executed an enterprise license agreement (ELA) with ESRI, the provider of          the ELA. For new software deployed during the ELA term, the State will
                      the standard GIS software for state agencies. Implementation of the                begin paying software maintenance on July 1, 2011, thus providing time
                      agreement is has been underway for 9 months, with the assistance of a              to include those costs in the budget process for the 2011- 2013
                      stakeholder group of agencies that currently use ESRI software and funded          biennium. The ELA has already proven very useful as DAS GEO has
                      the initial term of the ELA - approximately 30 months, ending June 30, 2011.       been working with ODOT and the Employment DEPT. to develop two
                      Help desk support for ESRI software use will be handled by DAS for the             ESRI applications for planning, tracking and reporting stimulus funds (Go
                      most part, with a few agencies continuing their own GIS help desks. There          Oregon and ARRA). In addition, DAS GEO has implemented a Secretary
                      will be 20 named technical support staff in various state agencies that can        of State Ballot Drop Box Viewer, several county tax lot viewers and is in
                      contact ESRI to solve more complex issues. Some training and professional          the process of finalizing development on a State owned/leased facilities
                      services are included in the ELA. DAS will serve as the single distribution        viewer. Total - $ 1,000,000.
                      point for ESRI software under the ELA. The ELA does not include the
                      Oregon University System or local governments.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                              23
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                       C   BENEFIT / COMMENT / TOTAL / START / END                                           B   STATUS
                                                                                                          A                                                                                     E
                                                                                                          T                                                                                     N
Administrative        IT Research and Advisory Services. - Statewide Price Agreement DAS                  A   Cost Avoidance and Improved Efficiency and Effectiveness. This                    2   Finished
Services              Enterprise Information Strategy and Policy Division (EISPD), the DEPT. of               agreement is available to state and local governments. The existence of
                      Justice, and the DAS State Procurement Office have partnered to establish               this agreement eliminates the need for repetitive procurements for IT
                      a Statewide IT Research and Advisory Services. Price Agreement with                     research and advisory services at the state or local government level. In
                      Gartner, Inc. in 2007. The agreement has a five year term. The agreement is             addition, the state is able to aggregate its purchasing power by pooling
                      accessible by state and local government participants in the Oregon                     the number of seats purchased thereby receiving discounted pricing for
                      Cooperative Procurement Program (ORCPP) members. The agreement                          all. In response to the economic downturn, DAS renegotiated the term of
                      provides ORCPP members with website access to Gartner, Inc. IT research                 the annual subscriptions resulting in discounted costs to agency
                      notes and telephone access to Gartner, Inc. IT Analysts/advisors. Agencies              subscribers for the July 2009 - June 2010 billing period. DAS is in the
                      access the services by paying annual subscription fees.                                 process of initiating similar strategies for this contract for the July 2010 to
                                                                                                              June 2011 timeframe.
Administrative        ASAP Software - Statewide Price Agreements On behalf of Oregon                      A   Cost avoidance and Improved Efficiency and Effectiveness - The                    3   In Process
Services              Cooperative Purchasing Program (ORCPP) members the DAS State                            establishment of these agreements eliminates the need for multiple state
                      Procurement Office has put several Price Agreements for software in place.              agencies or local governments to establish multiple contracts for the
                      Those agreements are in the process of being rebid. The two primary                     same software products. Further, establishing contracts at the statewide
                      agreements are the Large Account Reseller and Shrink Wrap Software                      level allows the state to leverage its purchasing power. Finally, the prices
                      Agreements. Note: PA # 0121 with ASAP for Large Account Reseller                        established are ceiling prices. State and Local government agencies
                      (named software/specific prices) and PA # 2257 with ASAP for Shrink Wrap                have the further opportunity to negotiate prices lower than the published
                      (any other software) are now PA # 9709 and 9711 respectively with Dell                  prices listed in the state price agreements. COMMENT - Agreements
                      after Dell purchased ASAP. PA # 9709 and 9711 have been extended                        are in the process of being rebid.
                      through 5/31/10 while a new software agreement is being solicited.
Administrative        IT Quality Assurance Services - Statewide Price Agreement Statewide                 A   Cost Avoidance and Improved Efficiency and Effectiveness. This                    3   Finished
Services              IT Quality Assurance (QA) Price and Services Agreements (PSA)                           agreement is available to state and local governments. It provides a
                      http://www.oregon.gov/DAS/EISPD/ITIP/IT_ Investment_Oversight.shtml                     streamlined procurement process that reduces procurement cycle time
                      DAS Enterprise Information Strategy and Policy Division (EISPD), the                    and ensures that a standard statement of work is used for Quality
                      Department of Justice, and the DAS State Procurement Office have                        Assurance Services provided to state agency major IT projects. The
                      partnered to establish Statewide Price Agreements with eleven (11)                      existence of this agreement eliminates the need for repetitive
                      contractors under which State and local government organizations                        procurements for QA Services. at the state or local government level.
                      ("Authorized Purchasers") can execute Work Order Contracts ("WOC") to
                      acquire diverse Information Technology (IT) Quality Assurance (QA) and
                      related professional services for review oversight and risk management
                      ("QA Services"). Authorized Purchasers may select a particular QA Services
                      Contractor for a single IT project, phased IT project or portfolio of IT projects
                      either through an intelligent rotation system ("IRSYS") process for State
                      Agency Major IT Projects or a "best value" competitive ("BVC") process
                      within the pool of Price and Services Agreement ("PSA") holders for all other
                      engagements.
Administrative        Personal Computer (PC) Peripherals - Statewide Price Agreement State                A   Cost avoidance - eliminates the need for multiple state agencies or local         2   Finished
Services              and local governments (all Oregon Cooperative Purchasing Program                        governments to establish multiple contracts for the same good/service. In
                      Members) have access to Oregon's participating addenda to the Western                   addition, the state of Oregon benefits from the purchasing power of the
                      States Consortium Agreement PC Peripherals contracts. These contracts                   Western States Consortium Agreement (WSCA) participating states.
                      were established to meet the needs of Oregon agencies in purchasing items
                      like - printers, memory, monitors, projectors, power supply




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                      24
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                  C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                     A                                                                                  E
                                                                                                     T                                                                                  N
Administrative        Personal Computer (PC) Hardware - Statewide Price Agreements State             A   Cost avoidance - eliminates the need for multiple state agencies or local      2   Finished
Services              and local governments (all Oregon Cooperative Purchasing Program                   governments to establish multiple contracts for the same good/service.
                      Members) have access to Oregon's participating addenda to the Western              Keeps prices down through the establishment of standard configurations.
                      States Consortium Agreement PC and Laptop Hardware contracts. These                In addition, the state of Oregon benefits from the purchasing power of
                      contracts were established to meet the needs of Oregon agencies based on           the Western States Consortium Agreement (WSCA) participating states
                      standard hardware configurations (PCs, Laptops, Tablet PCs, Netbooks,
                      and Mini PCs) that are established on roughly every six month basis.
Administrative        Electronic Records Management System Implement an agency-wide                  G   Implementing an electronic records management system will provide a            3   Opportunity
Services              records management system.                                                         more efficient and effective method of storing and purging DAS business
                                                                                                         records. CONTACT - Contact: Bret West, 503- 378-2349 x287
Administrative        Active Directory Cleanup and Migration We have set up new Active               G   All divisions within DAS have worked with the Technology Support               3   Finished
Services              Directory structures within our Microsoft Exchange environment.                    Center to establish a cleaner AD structure. This sets the stage for
                                                                                                         implementing new tools and for more efficiently storing and accessing
                                                                                                         our data. CONTACT - Contact: Mel Lester, 503- 378-2349 x389
Administrative        Email Archiving Implementation of an email archiving system which              G   The new system will reduce storage costs over time by keeping only one         1   Finished
Services              captures all incoming and outgoing emails. The new system also de-                 version of attachments that are sent to or received by more than one
                      duplicates attachments to reduce storage costs.                                    person. The system has also made e-discovery much more efficient.
                                                                                                         CONTACT - Contact: Mel Lester, 503- 378-2349 x389.
Administrative        Eliminating Clear Text Transmissions to the DAS Mainframe. As of               X   This project enhances security of financial, personnel, payroll and other      9   Finished
Services              January 4, 2010, all transactions to and from the DAS portion of the               types of transmissions between state agencies and the DAS mainframe.
                      mainframe are encrypted.                                                           COMMENT - This action was taken to enhance security. CONTACT -
                                                                                                         Mel Lester, 503-378-2349 x389
Administrative        Implement Microsoft System Center Operations Manager The Microsoft             E   By automating many routine tasks, staff is able to focus on more               3   In Process
Services              System Center Operations Manager increases efficiency and control by               complex work.
                      automating routine operating system tasks; it also improves resolution time
                      through automated alerts, service level monitoring and reporting.
Administrative        Re-Cabling DAS Buildings Several DAS-occupied buildings have                   E   Re-cabling allows staff to more efficiently identify problems as they          3   In Process
Services              undergone re-cabling to allow us to map and simplify the internal                  occur. It also increases performance within buildings.
                      infrastructure.
Administrative        New DAS TSC Ticketing System Implemented a new ticketing system for            E   DAS Technology Support Center staff developed a new ticketing system           1   Finished
Services              DAS helpdesk.                                                                      to track support requests for its technology customers. The new system
                                                                                                         was based on a Microsoft Access template and modified to meet our
                                                                                                         business needs. Implementing this system allowed us to discontinue
                                                                                                         using a commercial product previously in use. CONTACT - Contact:
                                                                                                         Shawn Wagoner, 503-373-2142. Total - $ 360,000.
Agriculture           Web Enabled Conferencing Utilize web based conferencing tools to               B   Travel and telecommunication costs are reduced and/or eliminated.              1   In Process
                      minimize the cost of meetings with staff and stakeholders.                         Enables staff to save time and increase productivity.
Agriculture           Collaboration Services Provide web 2.0 collaborative services for internal     B   Reduces the time spent on email, wikis enable groups to work                   3   In Process
                      staff. The first phase is to provide internal wikis and blogs for ODA staff.       collaboratively in real-time without the hassle of going back and forth with
                                                                                                         email. Information is saved and is used as a central repository of
                                                                                                         knowledge. Provides easy access to information for better, faster
                                                                                                         communication. Reduce meeting and travel time by working
                                                                                                         collaboratively via the web.


   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         25
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                         A                                                                                 E
                                                                                                         T                                                                                 N
Agriculture           Server Consolidation and Virtualization Consolidation and virtualization           F   Saves money and enables quicker deployments of services to the                1   In Process
                      of servers and services ODA servers that are at the end of their lifecycle will        agency. One server can provide multiple services which reduces server
                      be replaced with servers that can support our consolidation efforts. As new            hardware needs and power consumption in the server room.
                      servers are deployed we can make decisions to either consolidate services
                      or set up virtual server environments.
Agriculture           Open Source Tools Whenever possible ODA uses open source tools for                 A   Total cost of ownership is reduced; no upfront purchase costs, no vendor      1   In Process
                      software development and end user applications.                                        maintenance or support fees, more responsive technical help when
                                                                                                             needed. COMMENT - We are transitioning from using a commercial
                                                                                                             product to an open source tool for our license printing and renewal
                                                                                                             process and have been very pleased with the results.
Consumer and          Video Streaming Video Streaming for BCD Board meetings- This has                   B   Save travel times and allows greater involvement and accountability in        4   Finished
Business Services     allowed constituents interested in the session to see it without having to             policy setting.
                      travel to Salem to attend. Meeting are streamed live and recorded and
                      posted for future reference.
Consumer and          E-Government and Electronic Data Interchange (EDI) DCBS has had for                B   DCBS has as one of its performance measures the percent of customer           4   Continuous
Business Services     many years a focus on providing applications that make it easier for                   transactions received electronically. This is to measure our performance          Improvement
                      constituents to obtain service and businesses to have efficient methods for            in having applications available for use as well as their level of use.
                      reporting. DCBS has numerous applications that provide for licensing,                  CONTACT - Royce Trammell 503 947-7361.
                      registering, ordering of films etc. The latest EDI projects include the receipt
                      of all employer workers' compensation (WC) policy and renewal information.
                      In addition, DCBS receives all WC medical billing records electronically for
                      analysis.
Consumer and          Extensive Website with notification services DCBS has focused on using             B   Provides better customer service. The use of this has reduced mailed          4   Continuous
Business Services     its website as an effective tool to communicate with its stakeholders and to           publications and phone calls.                                                     Improvement
                      provide important information to citizens and businesses. DCBS uses a
                      subscription notification service so that anyone can subscribe to be kept
                      informed of changes of their interest.
Consumer and          Enterprise Content Management In the early stages of implementing                  I   SharePoint will support increased collaboration, workflow efficiencies,       3   In Process
Business Services     SharePoint as the DCBS ECM product. SharePoint will support increased                  document management, and improved records management. Should
                      collaboration, workflow efficiencies, document management, and records                 have long-term benefits in better management of storage and records as
                      management.                                                                            well as more efficient work practices. CONTACT - Contact Royann
                                                                                                             Janus 503 947-7323
Consumer and          Server Virtualization/Consolidation: DCBS has used VMware software to              E   Use of server virtualization allows greater utilization of existing servers   1   Finished
Business Services     allow multiple virtual machines, with heterogeneous operating systems to               and lessens the need to purchase addition servers. It also allows for zero
                      run in isolation, side-by-side on the same physical machine. Benefits: Use of          downtime maintenance as well as efficient restores. COMMENT - DCBS
                      server Virtualization allows greater utilization of existing servers and lessens       virtualization is mostly completed.
                      the need to purchase addition servers. Rapidly save, copy and provision
                      virtual machines that can be moved from one physical server to another for
                      workload consolidation and zero downtime maintenance.
Consumer and          Disk to Disk Backup DCBS has implemented backup to disc with de-                   G   Increased security, avoided the purchase of a new tape backup- system.        2   Finished
Business Services     duplication and replication. This has increased the efficiency of file restores,       Reduced time and eliminated the overtime that was being spent to
                      eliminated tapes as well as the service to take tapes offsite. Data is                 manage the tape backup process. Reduced the risk that backups would
                      replicated to an offsite appliance in a remote secure location.                        not be completed successfully. CONTACT - Russ Carleton




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         26
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                        A                                                                                  E
                                                                                                        T                                                                                  N
Consumer and          Online Reporting DCBS invested in a web-based reporting tool in 2001              B   Reduction of staff time in running, printing and delivering reports. The       3   Finished
Business Services     which now has over 1000 just- in-time reports. The tool allows for the                online dynamic reports as well as static reports are delivered to internal
                      selection and download of data as well as a choice to output in excel,                users through a report catalog which allows them to search for reports or
                      standard web- display or PDF. End-users can enter their own selection                 save a link to a My Reports page for easy access. As all reports are web-
                      criteria to obtain a report that best meets their needs.                              based, the same report can be delivered externally which increases our
                                                                                                            ability to provide information to citizens without additional work.
                                                                                                            Increases transparency and more effective use of information for
                                                                                                            decision making. Having end-user run their own reports has increased
                                                                                                            the available time that Research and Analysis staff have to analyze data
                                                                                                            for policy setting. COMMENT - The technology is in place but new
                                                                                                            versions of the software continue to expand on the functionality and new
                                                                                                            reports are continuously added to the catalog.
Consumer and          Online Training Multiple DCBS divisions are developing online training to         B   Having training available anytime and anywhere will increase the               4   In Process
Business Services     use as an efficient and effective outreach tool. Education is one of DCBS             effective of training. Reduction in costs associated with travel.
                      key strategies for getting results and online training is a very cost effective
                      method of delivery.
Consumer and          Oregon License Directory This is a directory that contains all licenses,          B   In one location a citizen or business can search and find all licenses,        4   Continuous
Business Services     permits and registrations required by state agencies do business in the               permits, registrations that may be required for an activity, profession or         Improvement
                      state. The directory will also links to online searches of licenses. It is a          business. It receives over 700,000 hits a year. Allow efficient
                      shared application as all agencies can enter their information about their            identification of needed licenses, how to qualify and how to apply.
                      licenses directly into the directory. It has various tools for site maintenance
                      including a broken links report. http://licenseinfo.oregon.gov/
Consumer and          State Wide E-Permitting This project will allow contractors and other users       I   All jurisdictions can share at a fraction of the cost of each implementing     3   Continuous
Business Services     the ability to apply, pay for, and receive building permits on-line through a         its own. A statewide system would allow access to, and real time                   Improvement
                      single interface delivered by the state for use at the local government level.        communication with a building Dept. from any remote location, resulting
                      Funding is provided for this project through a specific, contractor-supported,        in a significantly reduced need to travel to obtain a permit & the freedom
                      surcharge paid on all building permits statewide. This system will include,           to send and receive permit information around the clock and throughout
                      but not be limited to, construction plan review, permit application and               the year. With routine communications and customer transactions
                      approval, inspection, and project tracking activities. The system will be             automated through a statewide system, jurisdiction staff is available to
                      administered by the State, while still allowing jurisdictions independence to         address higher- value, complex customer questions and issues. To the
                      manage their own information and apply jurisdictional specific business               extent that the standardization of process & enhanced communication
                      rules. Additionally, permits issued directly to contractors by the state could        will save time & effort for building contractors it would enable additional
                      be included on the system. The system would allow for and enable: “Model              building activity, faster completion of building projects and cash savings
                      permit methodology.” Web-based submittal, payment, and receipt of                     to the industry and consumers. In some cases the approval of a permit
                      permits. “Web-based intake, tracking and support of plan reviews.” Web-               granted by one jurisdiction is a precedent to another jurisdiction granting
                      based scheduling, tracking, and reporting of inspections. “Interface with             a permit. The statewide system could coordinate this activity among
                      existing Jurisdiction software permit tracking systems.” Project tracking of          jurisdictions and make the process more transparent & less frustrating
                      construction and permit activity from plan review through final sign-off by           for customers & would also allow customers to apply for and purchase
                      Jurisdiction and contractor/home owner. “Match addresses to jurisdictions,            multiple permits from multiple jurisdictions through one system. Improved
                      permits, and inspections.” Compliance/enforcement capabilities. “Business             compliance and additional permit revenue could result. A statewide
                      and requirements analysis at the Jurisdiction level.” Implementation services         system would provide a central repository of property location and
                      at both state and participating jurisdiction levels. “Technical and helpdesk          identification making it easier for contractors and homeowners to find the
                      support.” Training at both state and jurisdiction levels. “Benefits: "                building dept. serving them. To obtain permits remotely may increase
                      Jurisdiction Independence Allows more standardization of processes while              participation in the permit process, particularly for remote property
                      at the same time allowing jurisdictions to continue to set rates and fees and         owners. In addition to improved compliance, additional permit revenue
                      collect and manage local revenue independently. COMMENT - The project                 could result. An opportunity exists to establish point of sale permitting at
                      is a 10-year endeavor to bring all jurisdictions online.                              home improvement and building specialty stores for typical homeowner
                                                                                                            projects where permits are required such as water heater replacement.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                   27
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                  C   BENEFIT / COMMENT / TOTAL / START / END                                     B   STATUS
                                                                                                     A                                                                               E
                                                                                                     T                                                                               N
Consumer and          Central Application Delivery DCBS continues to use central application         E   Our use of this technology has significantly lengthened PC lifecycles,      3   Continuous
Business Services     delivery using Citrix for in-office as well as remote access to all DCBS           gives us the ability to quite successfully use surplused PCs instead of         Improvement
                      applications. This is the use of servers to deliver desktop applications.          buying new, saves licensing costs, and provides for effective tele-
                                                                                                         working and remote site work. This is a greener remote access solution
                                                                                                         as it does not require that the in-house PC to remain on to work
                                                                                                         remotely. This has also allowed us to save staff time in deploying and
                                                                                                         managing desktop applications
Corrections           Extending DOC Call Accounting Asset Lifecycle with MTS Telsoft                 E   All of DOC and public calling into DOC benefits from reliable call All of   1   Finished
                      installation Upgrade AVAIA / Lucent and NORTEL Call Accounting to                  DOC and public calling into DOC benefits from reliable call tracking and
                      common compatible system                                                           administration. We included Cell call information to make a single system
                                                                                                         for audit and management reporting. More robust Centralized system for
                                                                                                         cost savings and uniform information gathering for investigations.
                                                                                                         COMMENT - Replacement end of life NORTEL MAT of Switch $1 million
                                                                                                         Phone Switch. Brings the hardware system into current supported
                                                                                                         revisions levels. (Jerry Johnson, IT Services Operations Manager). Total
                                                                                                         $ 71,210 / 1,024 hrs. Start 01/05/09 / End 09/30/09.
Corrections           Centralized purchasing of PCs Further implementation of Policy 60.1.3 to       E   All Purchasing Agents and AFAMIS data entry staff benefit by                3   Continuous
                      leverage a central cost center for computer purchases. Transfers computer          transferring ordering function to the DOC Helpdesk staff that are               Improvement
                      ordering function to the DOC Helpdesk which increases operational                  experienced with computer technology. Reduces the quantity of orders
                      efficiency.                                                                        which reduces the Purchasing Agents workload. Allows for larger
                                                                                                         quantity orders and promotional savings when available. Total 528 hrs.
                                                                                                         Start 01/15/09 / End 06/30/11.
Corrections           Automated Furlough Form - An inexpensive forms automation and                  B   Employees benefit by having a user friendly form that helps navigate        1   Finished
                      workflow software was used to develop a web based Furlough form.                   through the Furlough rules that differ by union contract. Human
                      Workflow electronically routes the form for manager approval and to payroll        Resources benefits by the elimination of tens of thousands of paper
                      so that paychecks are adjusted accordingly.                                        forms, and having a forms database that can be used to monitor furlough
                                                                                                         status. Payroll benefits by automated notification of furlough days
                                                                                                         approved, so that payroll can be adjusted accordingly. COMMENT -
                                                                                                         Savings are achieved by: - compliance with furlough rules - correct
                                                                                                         paychecks to employees, mitigating the need to process correcting
                                                                                                         paychecks - an auditable furlough process - mitigates staff effort needed
                                                                                                         to process tens of thousands of paper forms (Bill Ismay, ITS
                                                                                                         Development Manager). Total – 600 hrs. Start 08/01/09 / End 01/09/10.
Corrections           Material Safety Data Sheet (MSDS) application This application is hosted       C   The DEPT. benefits by having a tracking system that allows us to be         1   Finished
                      by a vendor, and provides DOC safety officers at 19 facilities to store and        OSHA compliant. Puts all DOC facilities on the same Safety and MSDS
                      manage Material Safety Data Sheets (MSDS), and track safety issues.                system. COMMENT - “Quantifiable Cost Savings/Cost
                      There is a staff component that allows DOC staff to record safety issues and       Avoidance/Operational Efficiencies - Cost savings due to more efficient
                      concerns.                                                                          processing of Worker's Compensation claims. - OSHA Compliance -
                                                                                                         Reduced staff injuries (Bill Ismay, ITS Development Manager) Total -
                                                                                                         160 hrs. Start 07/01/09 / End 01/15/10.
Corrections           Symantec Endpoint Protection (SEP) upgrade Install latest SEP by               H   DOC by eliminating duplicate functionality. COMMENT- SEP which              1   Finished
                      12/31/09 so the Antigen renew cost could be saved. This is a Joint project         replaced AntiGen. This in conjunction with OPS and Tech Support to
                      between ITS Operations and ITS Technical Support.                                  save the Dept $30,000 per year in maintenance fees. We got the SEP
                                                                                                         done by 12/31 and OPS didn't have to renew AntiGen as part of the
                                                                                                         ability of SEP is to be able to screen Email. This is a module to the new
                                                                                                         Antivirus upgrade that we pressed hard to get installed by the 12/31
                                                                                                         deadline. Total - $ 30,000 / 1,500 hrs. Start 10/01/09 / End 12/31/09.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                     28
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                  C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                     A                                                                                 E
                                                                                                     T                                                                                 N
Energy                Migrate from GroupWise to Exchange/Outlook Migrate from agency-                C   Eliminate capital expenses on hardware/software to host Exchange              3   In Process
                      hosted GW email system to Exchange/Outlook provided by a Software-as-a-            server. Reduce training needs for Exchange administrator. Reduce email
                      Service provider.                                                                  downtime. Start 2/16/10.
Energy                Switch from Novell Netware to Microsoft Active Directory Replace               H   Eliminate Netware training. Improve file access speed in the Annex office     3   Finished
                      Novell Netware with Microsoft Active Directory for the main and Annex              without additional hardware. Increase information security. Support
                      offices.                                                                           better integration of software applications. Start 12/15/09.
Environmental         GHG (Green House Gas) online reporting tool This project developed an          B   The project benefits the permitting regulatory agency (OR DEQ), external      2   Finished
Quality               online application to securely capture, calculate, store and review                stakeholders (AQ permitted facilities and non permitted facilities) and US
                      greenhouse gas emissions data submitted by AQ permitted facilities. The            EPA. The online application minimizes data entry, standardizes the
                      application will allow the data to be submitted to United States                   required data reporting elements and minimizes data reporting latency.
                      Environmental Protection Agency (US EPA) via the Exchange Network.                 COMMENT - Improved customer access to agency services (online
                                                                                                         services) - the 2nd phase of the project is on pending for the EPA rule
                                                                                                         making - Won Kim. Start 05/01/08 / End 12/15/09.
Environmental         eDMR(Electronic Discharging Monitoring Report) Application to allow            B   Permit holders, public, state government --dramatically increased             2   Pending
Quality               Oregon permittees to submit Discharge Monitoring Reports to DEQ                    reporting efficiency, better data availability for decision making.
                      electronically                                                                     COMMENT - Project in planning stage David Kingsella. Start 7/1/10.
Fish and Wildlife     Internet Sales of Recreational License, Tags, and Other Documents              B   Citizens have immediate and 24 hour access to purchase recreational           3   Finished
                      Provides the ability to purchase sport hunting, fishing, and related               hunting and fishing licenses, tags, and documents from the convenience
                      recreational documents directly through the Internet by the citizens of            of home. Reduces travel time and expenses. Out-of- state customers
                      Oregon and other states. The system provides a secure web page for self-           can purchase in advance of travel to Oregon. Self serve option allows
                      service selection and payment of documents. Fulfillment of purchased               viewing of all available hunting and fishing opportunities. COMMENT -
                      documents may be instant fulfillment, temporary permits, or mail order             First year sales of approx 110,00 documents valued at $2,378,000. Start
                      depending on the document type.                                                    11/19/08
Fish and Wildlife     Collaboration tools Acquired web based virtual meeting software.               I   Reduces the need for on-site meetings and travel for certain                  2   In Process
                      Extended the use of collaboration tools within the agency including the use        presentations and group discussions. Saves travel related expenses and
                      of Instant Messaging, White Board, and remote desktop sharing.                     employee down time. COMMENT - Have reviewed video conferencing
                                                                                                         but determined the initial startup costs are too excessive at this time for
                                                                                                         our purposes. Start 11/1/09.
Fish and Wildlife     Computer Life Cycle Extension - Extended the typical life cycle of desktop     E   Improved reliability for the end user resulting in more productive work       3   Finished
                      and laptop computers to 6 years from the original target of 4 years. Through       force. Cost reductions in procurements as calculated over the life of the
                      the use of technology standardization and controlled processes for                 product. Improved service response from IT creating additional
                      implementation of computers, the life cycle was extended with no significant       operational efficiency. Fewer products sent to e-waste recovery and a
                      impact to performance. Previously, computers often experienced failure as a        reduction of cost of disposal. Start 4/22/09.
                      result of incompatible upgrades, excessive rotations within DEPT.s, and
                      inadequate procurement.
Forestry              Consolidation of file/print servers Consolidation of data stored across        D   Reduction of SDC server costs. Total - $82,000. Start 1/4/10 / 6/30/11.       1   Pending
                      multiple file/print servers, decommission unneeded servers at SDC.
Forestry              Standardization of mobile devices Migrate all users to Windows Mobile          D   This eliminates the need for the BlackBerry server (reduction in server       1   Finished
                      Device eliminate the use of RIM Blackberry devices.                                costs) and BB yearly maintenance costs. Total - $13,000.
Forestry              Desktop Computing Power Management Weekly reporting of all systems             F   Energy savings as equipment not being utilized during off-business            1   In Process
                      not turned off at night, employee education.                                       hours would be turned off.
Forestry              Expansion of web conferencing Increase user awareness of web                   F   Reduction in travel costs, reduction of greenhouse gas emissions. Start       1   Opportunity
                      conferencing opportunities in place of face- to-face meetings.                     1/1/10.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                     29
AGENCY                 IT COST OR EFFICIENCY CONCEPT                                                   C   BENEFIT / COMMENT / TOTAL / START / END                                     B   STATUS
                                                                                                       A                                                                               E
                                                                                                       T                                                                               N
Forestry               Extending PC/Laptop Lifecycle Suspension of normal desktop computer             E   Delaying procurement of new PC/laptops until budget is able to support      2   In Process
                       replacement as part of Agency lifecycle management plan.                            the expenditure.
Forestry               Appropriately scaling of telephone services By viewing historical phone         D   Reduction in cell phone and land line phone costs. Start 1/1/10 / End       1   Continuous
                       use patterns, tailored services to needs, reduction in cell phone min               6/1/11                                                                          Improvement
                       packages, reduction of cell phones, elimination of land phone lines for cell
                       phone users.
Human Services         DHS Core IT Services Project The Core IT Services Project will update           B   Every day, thousands of staff and partners use DHS information              3   In Process
                       DHS hardware and systems to support more electronic collaboration with              technology (IT) to assist vulnerable Oregonians. However, our current
                       staff, partners and stakeholders. The project has several components, but           email system - Novell GroupWise - does not allow us to share calendars,
                       the biggest change to DHS users will be the switch from Novell GroupWise            documents or other important information, or set up mutual meetings.
                       email to Microsoft Outlook/Exchange in 2010 and 2011.                               DHS is updating its hardware and systems to Outlook to support more
                                                                                                           electronic collaboration with staff and partners who access DHS
                                                                                                           information. Outlook is the email system used by a majority of DHS
                                                                                                           partners and other government agencies. GroupWise limits our
                                                                                                           communications and collaboration with these groups. Outlook will enable
                                                                                                           us to work together more productively by sharing calendars and other
                                                                                                           important information. Outlook will also better connect our caseworkers
                                                                                                           when they're "in the field" and away from their desktop computer, helping
                                                                                                           to improve our service to clients. CONTACT - Susan Rein, Project
                                                                                                           Manager (503-339-4779) or CoreIT.Info@state.or.us. Start 7/1/09 / End
                                                                                                           6/3/11.
Human Services         DHS OIS Service Desk The Service Desk is an essential function to               B   Benefits from this change: · Reduced cost of service desk ticket by $7.70   1   In Process
                       effective Service Management. More than just a Help Desk it is the principal        or 22%. · Increased volume (90%) and timeliness (22%) of resolution to
                       operational interface between IT and DHS staff and partners. Working                customer requests · More effective and efficient use of support
                       toward a vision of being the single point of contact for all technical issues       resources, 56% increase in productivity · Increased accessibility via the
                       impacting DHS staff and their partners, maximizing first contact resolution         single point of contact · Improved teamwork and communication ·
                       for the customer by providing effective highly trained staff, leveraging the        Improved customer service, perception and satisfaction. CONTACT -
                       right tools and the best technologies, and most reusable solutions this team        Melody Riley (503-480- 4404). Total - $720,000.
                       has transformed from essentially a switchboard to a true service desk. · In
                       2005-06 OIS adopted the Information Technology Infrastructure Library
                       (ITIL) Service Strategy changing the direction of service in relation to
                       People, Process and Partners. · In 2006 the OIS Service Desk began
                       adopting the Help Desk Institutes (HDI) industry best practices.
Revenue                Web based time sheet Develop application to replace paper time sheets           B   Save time of employees and managers and improve accuracy of data.           3   In Process
                       and interface with DAS systems.                                                     Start 8/1/09
Revenue                Network Consolidation Move Novel network into Windows network.                  D   Save on license costs and reduce support overhead. Start 6/1/09             1   In Process
State Lands            Disk based backup with BackupPC We've been using Ultrabac to do daily          G Pros " Once place to administer " Very few backup errors " If a backup            1 Finished
                       backups to a mix of DLT, SDLT, and LTO tapes. We then move the tapes to             fails, it just tries again the next hour and starts where it left off " A very
                       an offsite location. We have been unsatisfied with this solution for various        clever pooling system, we're currently keeping 3 months of backups, 99
                       reasons: " cost - licenses, bad tapes and drives " dependability - not two          full backups and 80 incremental backups that would take 4 TB of tape
                       days go by where a tape, drive, or software malfunction causes one of the           space on about 450GB of disk " Cheap - We're using an old workstation
                       backups needs attention " safety - not a redundant solution and the offsite         running Linux with a new 1.5TB disk and some extra memory for the off-
                       location isn't far enough away to be safe " ease of use The solution we've          site location and a VM Server running at the main site. All-in-all it only
                       settled on is BackupPC, an Open Source high- performance, enterprise-               cost about $200 for the workstation. When no jobs are running, the VM
                       grade disk-based backup system for Windows and Unix. While it was                   takes up next to no memory and CPU. “Secure - SSH over 3DES tunnel
                       originally designed for PCs, it works great on servers. We currently have a         " Active, helpful user community and mature development based on
                       complete backup pool at our main office and one at our remote office. To            proven technologies “Easy to use - Intuitive web interface Cons “On a
   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                          30
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                         B   STATUS
                                                                                                        A                                                                                   E
                                                                                                        T                                                                                   N
                      triple ensure reliability, we also archive the entire backup set to tape once a       slow connection, the initial pool initialization can take a long time. To get
                      month.                                                                                around this we initialized it at the main office before moving it to the
                                                                                                            remote office. “Exchange and PST backups are too slow over our 1.5Mb
                                                                                                            remote site connection. Once we move to an email system with more
                                                                                                            storage so we can get rid of PSTs and increase bandwidth, we may be
                                                                                                            able to use full/differential backups. We're continuing to use daily tapes
                                                                                                            for now. Note: Savings are per year. CONTACT - Clint Woodrow
                                                                                                            Systems Analyst/Network Administrator DEPT. of State Lands
                                                                                                            Clint.Woodrow@dsl.state.or.us (503) 986-5310 Total - $ 10,000 / 126
                                                                                                            hrs / Start 07/01/09.
State Lands           Server Virtualization Consolidating multiple physical servers into virtual        F   Cost savings, space savings, energy savings, and increased utilization of       1   Continuous
                      servers hosting multiple instances. We're currently using both Microsoft              resources. Savings are per year. COMMENT - Continuing to virtualize                 Improvement
                      Virtual Server 2005 R2 and the free VMware server, but are working on                 more of our existing servers and new servers as new services are
                      moving to ESXi.                                                                       required. Total - $8,000. Start – 8/21/08.
State Lands           Moving from Exchange to Gmail We have proposed moving to a Google                 C   * Cheaper once you add a new Exchange 2010 Server with the required             3   Hold
                      hosted email solution, along with their 10- year archiving/discovery solution         storage, licensing, updated MS Office products to take advantage of new
                                                                                                            features, increased backup, etc * Increased storage to 25GB per user *
                                                                                                            Integrated email discovery/archiving/backup * Effective email threading
                                                                                                            for increased user efficiency * Better folder/tagging system * Best spam
                                                                                                            filter we've seen * 99.9% uptime * Less IT time required * Collaboration
                                                                                                            options. COMMENT - Cost savings is over 3 years. On hold until Office
                                                                                                            2010 and Windows 7 migration are complete Clint Woodrow Systems
                                                                                                            Analyst/Network Administrator DEPT. of State Lands. CONTACT -
                                                                                                            Clint.Woodrow@dsl.state.or.us (503) 986-5310. Total - $ 32,000 / 150
                                                                                                            hrs.
Transportation        Reducing Defects ODOT-IS examines defects in order to: 7.1 Decrease in            X   ODOT anticipates that some undefined level of "soft" or indirect savings        2   In Process
                      the average cost to fix a defect by finding and resolving defects prior to            and a level of cost avoidance will result from completion of this initiative.
                      launch. 7.2 Reduction in unit software and project costs by eliminating long          Projected budget savings: High >$800K Medium $200K to $800K Low
                      term contractors by transferring support to internal staff decrease in defect         <$200K. COMMENT - ODOT anticipates medium level of "soft" or
                      find and fix costs 7.3 Reduce overhead rates by examining SDC cost                    indirect savings and cost avoidance will result from completion of this
                      equations and data trend assumptions; thus, Improving and stabilizing SDC             initiative.
                      rates. 7.4 Reduction in average cost variance of software maintenance
                      vendors to reduce their software maintenance percentage cost due to the
                      state agencies reduced budgets. 7.5 Reduction in cycle time and cost of
                      customer project acceptance by having customers fully engaged in projects
                      from inception to installation. 7.6 Cost variances should decrease as
                      process maturity increases when doing business with third party contractors
                      for maintenance work and also the SDC. 7.7 Asking for Trusted Agent status
                      in order to demonstrate the impact and benefits of having ODOT monitor
                      networks and mission critical server-based applications. Thus teaming with
                      the SDC to establish higher uptimes for customer applications and network
                      failures.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                          31
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                   C   BENEFIT / COMMENT / TOTAL / START / END                                           B   STATUS
                                                                                                      A                                                                                     E
                                                                                                      T                                                                                     N
Transportation        Simplify and Reuse The time spent to simplify and organize is more than         X   ODOT anticipates a medium level of cost avoidance will be returned to             2   In Process
                      offset by the time saved in 9.1 Easily find what is needed from a well              the agency in the 09-11 and 11-13 biennia. Projected budget savings:
                      organized code library. It only takes one event where a developer pulls an          High >$800K Medium $200K to $800K Low <$200K. COMMENT -
                      old version of a code segment into a new build, and wasted days trying to fix       ODOT anticipates a medium level of cost avoidance will be returned to
                      what was supposed to have been fixed already. 9.2 Leveraging existing IT            the agency in the 09-11 and 11-13 biennia.
                      services and products (by simplifying and thinking incrementally) instead of
                      creating a large project versus having a large failed software/IT project.
                      Examples are acquiring software products that work with the Agency's
                      Active Directory and other standard software and limiting the number of
                      supportable IT standards. 9.3 Simplifying IT program management by
                      providing a team structure that is dedicated to ODOT lines of business
                      (variable to the business needs) so they can be more responsive and
                      understands the customer's business. 9.4 Simplifying the application
                      architecture clarifies design decisions and encourages reuse. 9.5 Enforcing
                      the use of an integrated tool suite enables fast and easy application
                      assembly. 9.6 Optimizing a repeatable development methodology that
                      delivers useful and shareable code.
Transportation        Innovation - Consolidating ODOT and OSP Wireless Communication                  D   ODOT anticipates a direct cost savings of $125,000 in 09-11 and                   1   In Process
                      programs Innovation. Innovation is focused in the business direction and            $125,000 in 11-13. Total - $ 250,000.
                      goals, and not on staff assignments, tools, approaches and the newest
                      methods. For ODOT, things that contribute to this are: 10.4 Consolidating
                      ODOT and OSP Wireless Communication Technicians to reduce costs and
                      increasing service delivery for both ODOT and OSP Wireless customers.
                      The technicians provide service to ODOT and OSP in a geographic service
                      are rather than am agency specific service area, thereby reducing travel and
                      response time and increasing system reliability.
Transportation        Job Enrichment and Staff Retention. ODOT's job enrichment adds new              X   ODOT anticipates this initiative will return a "low" level of indirect cost       1   In Process
                      sources of job satisfaction by increasing the level of responsibility of the        savings to the agency. Projected budget savings: High >$800K Medium
                      employee. It is a vertical restructuring method in that it gives the employee       $200K to $800K Low <$200K. COMMENT - ODOT anticipates this
                      additional authority, autonomy, and control over the way the job is                 initiative will return a "low" level of indirect cost savings to the agency.
                      accomplished. 13.1 Improving staff longevity and retention by defining an
                      ODOT IS Job Pathway Model. 13.2 Job Rotations and Internships Ø
                      Enterprise Architecture (3 interns) Ø Marketing the Value of IT (1 intern) Ø
                      Dashboard creation for DMV (2 interns) Ø Social Media Branding ODOT on
                      Social Media Sites (2 interns) Ø Security Fabric (1 intern) Ø ERP
                      Requirements Building (1 intern) Ø Technical Support ( 2 interns) Ø Help
                      Desk (1 intern)
Transportation        Enterprise Architecture Establishing an enterprise IT architecture that         X   Through the development of ODOT's Enterprise Architecture, ODOT                   1   In Process
                      aligns business and IT, reduces costs, improves agility and increases               anticipates a high level of "soft" or indirect savings will result in 09-11 and
                      shared services and reuse. The vision is to have a clear and documented             11-13. Projected budget savings: High >$800K Medium $200K to $800K
                      understanding of ODOT's business services and ensure agency processes,              Low <$200K. COMMENT - ODOT anticipates a high level of benefit
                      information, applications and technology are aligned to deliver those               ("soft"/indirect savings) will be returned to the agency through the
                      services. Business and technical solutions are designed and engineered to           establishment of an Enterprise Architecture.
                      work together. Where possible, components can be reused or leveraged
                      across multiple solutions. ODOT lines of business (communities of interest
                      COIs) and IS have a good understanding of the relationships between the
                      elements.


   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       32
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                   C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                      A                                                                                  E
                                                                                                      T                                                                                  N
Transportation        Innovation - GIS Services are delivered through an enterprise infrastructure    X   ODOT anticipates direct savings of $50,000 in 09-11 and $50,000 in 11-         1   Opportunity
                      Innovation. Innovation is focused in the business direction and goals, and          13. COMMENT - ODOT anticipates direct savings of $50,000 in 09- 11
                      not on staff assignments, tools, approaches and the newest methods. For             and $50,000 in 11-13. Total - $ 100,000.
                      ODOT, things that contribute to this are: 10.2 GIS Services are delivered
                      through an enterprise infrastructure that empowers and enables IS
                      applications development teams to integrate GIS data directly into their
                      applications. We are enabling real-time integration and sharing of data
                      among applications by working with the Oregon Framework Themes
                      Initiative. Eliminate the extra efforts required to integrate GIS with legacy
                      and Web-enabled applications. Framework forms the data backbone of GIS.
                      Oregon's Framework Team is focused on development and stewardship of
                      the seven national GIS framework themes and seven commonly needed
                      Oregon data themes.
Transportation        Direct Payment (ACH) Comparison Direct Payment (ACH) Comparison:                X   ODOT anticipates this initiative will return a "medium" level of cost          2   Opportunity
                      What is Direct Payment (ACH)? The Oregon Motor Carrier TRANS. Division              savings/avoidance. Projected budget savings: High >$800K Medium
                      allows electronic payments from a checking or savings account within the            $200K to $800K Low <$200K. COMMENT - ODOT anticipates this
                      Oregon Trucking Online program. Direct Payment (ACH) is the electronic              initiative will return a "medium" level of cost savings/avoidance.
                      equivalent to writing a check. The motor carrier sets up and authorizes a
                      bank account through a preauthorization process. Upon receiving approval,
                      they become eligible to use Direct Payment (ACH) as a payment alternative
                      on all available online transactions. 17.1 The difference in cost per
                      transaction is substantial when comparing Direct Payment (ACH) versus
                      Credit Card. Credit card transactions have been averaging 2.2%. Direct
                      Payment (ACH) cost is $0.06 per transaction no matter the amount. 17.2
                      Fiscal year 2007 MCTD paid over $1 million in Credit Card merchant fees.
                      17.3 Fiscal year 2008 MCTD paid over 1.2 million in Credit Card merchant
                      fees. 17.4 Potential Savings. With successful execution of a marketing
                      strategy being discussed at present, the projected savings in merchant fees
                      for the next biennium with the implementation of the Direct Payment (ACH)
                      program could be substantial. Example: Based on the tax reports of three
                      (3) large carriers, in 2008 these motor carriers paid a total sum of
                      $6,946,288 in weight mile tax using a credit card via telephone. The cost to
                      MCTD in merchant fees was 2.2% or approximately $152,818.00. Had
                      Direct Payment (ACH) been chosen as the payment option for these same
                      transactions, the fees incurred by MCTD would have been $0.06 per
                      transaction or $2.88.
Transportation        MCTD's Server Consolidation MCTD's Server Consolidation - Four                  D   ODOT anticipates this initiative will return direct cost savings of $300,000   1   In Process
                      years ago server consolidation eliminated the need for twenty-one                   in 09-11 and $300,000 in 11-13. Total - $ 600,000.
                      distributed SSC's (State Supervisory Computers) Unix servers by going to a
                      central server for handling Green Light preclearance services. These UNIX
                      servers were replaced with PC's running Linux. Today, these SSC PC's
                      serve as a communications device that facilitate the pass through of event
                      data between the roadside weigh-in-motion (WIM) computers and the
                      roadside central server. At the time of ODOT's migration to the SDC, these
                      devices were misclassified as servers. ODOT and the SDC recently
                      corrected the classification which will save ODOT $300,000 in SDC service
                      charges per biennium.



   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         33
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                        A                                                                                  E
                                                                                                        T                                                                                  N
Transportation        Interagency Agreements to Reduce Cost - Mainframe Systems Software                A   ODOT anticipates this initiative will return direct cost savings of $836,000   1   In Process
                      Consolidation Interagency Agreements to Reduce Cost. To reduce cost and               in 09-11 and $608,000 in 11-13. In addition, ODOT anticipates other
                      standardize the support of service, ODOT has entered into interagency and             benefits in the form of indirect savings related to training, contract
                      inter-government agreements. 16.3 Mainframe Systems Software                          management and process improvements at the data center. Total - $
                      Consolidation. ODOT CIO facilitated five other agencies on this initiative to         1,444,000.
                      reduce mainframe systems software license and maintenance costs at the
                      SDC. Out of thirty-five mainframe systems software categories at the data
                      center, six-teen were identified as potential consolidation candidates where          http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs2009/3rdquarter09/C
                      there were cost-saving opportunities due to redundancy and/or lack of                 onsolidationWorkshop720x480.wmv
                      usage. Over sixty individual software packages in these sixteen categories
                      were then analyzed and investigated for possible termination or
                      consolidation, which led to immediate dollar savings. Besides the hard
                      savings, this initiative also yields tremendous soft savings in areas such as
                      training, contract management and process improvements at the data
                      center.
Transportation        Interagency Agreements to Reduce Cost - ESRI Enterprise Software                  A   ODOT anticipates this initiative will return a "low" level of cost avoidance   2   In Process
                      License Interagency Agreements to Reduce Cost. To reduce cost and                     to the agency. Projected budget savings: High >$800K Medium $200K to
                      standardize the support of service, ODOT has entered into interagency and             $800K Low <$200K
                      inter-government agreements. 16.2 ESRI Enterprise Software License. DAS
                      and ODOT plan to partner on this GIS standard and take advantage of the
                      enterprise license agreement that delivers better pricing and more
                      functionality. This support is strategic and tactical in nature including the
                      day-to-day operation of the OSP wireless infrastructure and wireless section
                      personnel. Any OSP- related special projects or upgrades are subject to the
                      ODOT wireless manager's specific approval during ODOT's period of
                      support of OSP, due to the general insufficient resources within OSP that
                      are needed to fully support the OSP wireless program.
Transportation        Interagency Agreements to Reduce Cost - Cross Agency Wireless                     A   ODOT anticipates this initiative will return a "low" level of cost avoidance   2   In Process
                      Consolidated IT Service Management Contract Interagency Agreements to                 to the agency. Projected budget savings: High >$800K Medium $200K to
                      Reduce Cost. To reduce cost and standardize the support of service, ODOT              $800K Low <$200K
                      has entered into interagency and inter-government agreements. 16.1 Cross
                      Agency Wireless Consolidated IT Service Management Contract. ODOT
                      provides broad management and section ADMIN. support in conjunction
                      with OSP staff to support OSP's microwave wireless and radio
                      communications for the remainder of the 2007-2009 Biennium or until
                      superseded by the OWIN program.
Transportation        Microsoft Products eTraining ODOT Information Systems purchased an                B   ODOT anticipates this initiative will return a "low" level of indirect cost    1   In Process
                      enterprise level license for Microsoft products installed on desktop, and             savings to the agency. Projected budget savings: High >$800K Medium
                      laptop computers. This enterprise level license is referred to as the Microsoft       $200K to $800K Low <$200K All of the justification listed for the
                      Software Assurance (SA) program. One of the benefits Microsoft offers to              "GoLearn" program also applies to the Microsoft E-Learning program.
                      SA customers is access to about 170 on-line E-Learning courses for                    Cost savings can somewhat be compared to the cost of GoLearn, which
                      Microsoft applications and operating systems. ODOT has license for 4,378              is listed as $55.20 per student in your spreadsheet. Just a real SWAG,
                      users to access these courses, at no additional cost. Value Statement: This           but using 10% of the ODOT employees that may use the Microsoft
                      training incorporates features designed to help improve product proficiency,          program, if permitted. Believe that translates into about 500 staff.
                      boost productivity, and lower organizational training costs. This E-learning          Comparing to GoLearn at $55.20 per student for 500 students, cost
                      opportunity is designed to help end users get the most out of new                     savings might be estimated at $27,600 per year. The Microsoft E-
                      technology and the software they use every day. For IT professionals, E-              Learning opportunity expires Nov. 30, 2010, which gives ODOT 21
                      Learning helps them develop essential skills on Microsoft products. Courses           months remaining on the existing Software Assurance contract. In the 21
                      are designed for maximum skills-transfer in minimal time. Assessments,                months, ODOT might realize a savings of approximately $48,300.00, if
   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       34
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                       A                                                                                 E
                                                                                                       T                                                                                 N
                      hands-on virtual labs, expert advice, and an interactive, nonlinear approach         the GoLearn training actually took were similar to the Microsoft program
                      make e- learning an engaging and flexible experience.                                courses. We do not see this as replacing the GoLearn program, as the
                                                                                                           Microsoft E-Learning program only addresses training for Microsoft
                                                                                                           products. ODOT is hesitant to actually refer to these dollars as "savings".
                                                                                                           While there is no additional cost for the Microsoft E- Learning program, it
                                                                                                           does require the purchase of the Microsoft real benefit from these
                                                                                                           offerings is employee development opportunities, which increases their
                                                                                                           performance, which is another intangible, immeasurable benefit. ODOT
                                                                                                           does not view this as real savings, nor even "cost avoidance", but it
                                                                                                           definitely is a valuable opportunity. Software Assurance license. The
Transportation        Collaboration Tools - iLinc Web conferencing Collaboration Tools.                B   ODOT anticipates this initiative will return cost avoidance of $3,000,000     2   In Process
                      ODOT has and continues to implement a suite of standard collaboration                in 09-11 and $3,000,000 in 11-13. Total - $ 6,000,000.
                      tools and services that is supported and easy to access. The goal is to have
                      ODOT staff and business partners easily collaborate on projects and work
                      regardless of their physical location. The expected outcome is for staff to be
                      comfortable and productive using interactive audio and visual collaboration
                      tools, while ODOT-IS provides a reliable, high-performance IT infrastructure
                      and tools to support collaboration. To date, our collaboration tools include
                      11.1 iLinc (a competitor to WebEx) type of technology for web-meetings and
                      desktop videoconferencing that has dramatically reducing travel costs.
Transportation        Innovation - Technology Tools and Environments Innovation.                       X   ODOT anticipates a "low" level of direct savings will be returned to the      1   In Process
                      Innovation is focused in the business direction and goals, and not on staff          agency through the successful completion of this initiative. Projected
                      assignments, tools, approaches and the newest methods. For ODOT, things              budget savings: High >$800K Medium $200K to $800K Low <$200K.
                      that contribute to this are: 10.3 Technology Tools and Environments. We are          COMMENT - ODOT anticipates a "low" level of direct savings will be
                      leveraging innovative IT approaches such as Open Source software tools               returned to the agency through the successful completion of this
                      (Open Source Inventory Results), server and storage and mainframe                    initiative.
                      virtualization. Moreover, ODOT is researching the Microsoft Virtual Desktop
                      in order to speed time to deployment as well as reduce PC technician
                      support costs.
Transportation        Large Multi-Year Project Cancellation (ERP Program) Large Multi-Year             X   The cancellation of this project resulted in a cost avoidance of              2   Hold
                      Project Cancellation. Due to the Governor's request for ODOT, DHS and                $26,000,000 in the 09-11 biennium. COMMENT - The project status is
                      DOC to undertake strategic, targeted actions to economize budget in light of         listed as a Hold as the project may be reinitiated at some undefined point
                      reduced State revenues, ODOT has elected to demobilize its ERP program               in the future.
                      and mothball for later. For Enterprise Architecture, ODOT is willing to share
                      any early work completed for Finance, HR and Procurement AS-IS business
                      process models.
Transportation        Reduction of Contracting Expense in lieu of IT Staffing. 8.1 Reducing            X   ODOT anticipates a medium level of direct cost savings will result from       1   Opportunity
                      technical development and maintenance costs by asking the legislature to             the successful completion of this initiative in the 11-13 biennium.
                      approve the substitution of contractor dollars for introducing 13 additional         Projected budget savings: High >$800K Medium $200K to $800K Low
                      FTEs. These substitutes the high cost of contractors when compared to                <$200K. COMMENT - Medium level of direct cost savings expected in
                      State employees. 8.2 Elimination of Work Order Contracts and large                   11-13.
                      procurement process cycle time. 8.3 Reducing the number of support calls
                      by dramatically reducing the number of ODOT employees with PC
                      administrator rights.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       35
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                      B   STATUS
                                                                                                        A                                                                                E
                                                                                                        T                                                                                N
Transportation        IT Governance: Communities of Interest (COI) To be successful, ODOT's             X   ODOT anticipates a medium level of "soft" or indirect savings from the       1   In Process
                      COI governance needs to predict accurately the cost and schedule of every             completion of this initiative. Projected budget savings: High >$800K
                      project, and then deliver successfully, with high quality, against those cost         Medium $200K to $800K Low <$200K. COMMENT - ODOT anticipates
                      and schedule predictions. To ensure success, the COI's employ consistent              a medium level of "soft" or indirect savings from the completion of this
                      methods for determining what scopes of work are defined. Key IT                       initiative.
                      investments and corresponding strategic initiatives are implemented through
                      the existing two-tiered governance structure. The IT Executive Steering
                      Committee (ESC) represents the first tier in the governance structure. The
                      ESC is the overall governance body for IT at ODOT. This governing body is
                      responsible for IT strategy and IT policies as well as oversight on enterprise-
                      wide initiatives such as E- Government. This body provides executive
                      leadership to assure that IT planning and implementation is in alignment
                      with ODOT's Strategic Direction and the State's Enterprise IT Strategy
                      through prioritization of IT initiatives and IT funding decisions.
Transportation        IS Organization Structure An IS organization that understands the full            X   ODOT anticipates a medium level of "soft" operational savings as a           1   In Process
                      range of COI needs, exploits best practices, and enables business                     result of this initiative. Projected budget savings: High >$800K Medium
                      innovation. An IS organization that anticipates future needs, enables new             $200K to $800K Low <$200K. COMMENT - ODOT anticipates a
                      business models, and identifies enabling technologies. The vision is to see           medium level of "soft" operational savings as a result of this initiative.
                      ODOT-IS recognized as an enabler of business changes. IS efficiently and
                      appropriately delivers new or enhanced applications and services to meet
                      business needs. 5.1 Agility enables business to respond to changing
                      customer demands or, in the case of a slowing economy, declining customer
                      demand. 5.2 IS staffs are trained on Macroscope's agile development
                      methods to produce more throughput for our customer's applications
                      projects. 5.3 CIO and IT management team is focused on rationalizing the
                      systems they have to make their organizations more agile to change, but
                      also deciding which large projects will not be undertaken due to the
                      economic slow down, e.g. ERP. 5.4 One Time Card system for the Agency.
                      For example, it isn't uncommon to see organizations that have multiple
                      instances of the same product; in ODOT's case we have multiple time card
                      systems/processes. Each with its own infrastructure and support team and
                      I'm not talking about two or three instances, but nearly a dozen of instances
                      in some cases. 5.5 Continue to support the consolidation of multiple data
                      centers to one and the consolidation of systems that perform a single
                      function or support a single type of business transaction onto fewer
                      platforms. This includes consolidation to shared services environment for
                      transaction-based systems utilizing fewer servers, move from 3 to 1
                      mainframe, and from storage on servers to Storage Area Network. 5.6
                      Support OWIN in the planning and development of the new State-wide
                      communications system, ensuring the radio needs of ODOT are meeting in
                      the new system. 5.7 Provide technical and project support to OSP Wireless
                      Projects and partner with OSP and corrections in communications site
                      development.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                             36
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                       C   BENEFIT / COMMENT / TOTAL / START / END                                          B   STATUS
                                                                                                          A                                                                                    E
                                                                                                          T                                                                                    N
Transportation        ODOT related Federal and State Stimulus Projects. Focusing on                       X   Projected Revenue Generation for the state. COMMENT - Projected                  9   In Process
                      initiatives with high potential to deliver more jobs to Oregonians while                Revenue Generation for the state in the form of state and federal
                      providing immediate improvements State highway TRANS. infrastructure                    stimulus funds.
                      and short-term ROI that positions Oregon to lead an economic recovery.
                      Governor Ted Kulongoski signed into law Senate Bill 338, the "Go Oregon"
                      state stimulus plan. The plan authorizes $175 million in bonding to fund
                      projects that will make needed repairs to schools, colleges, TRANS.
                      infrastructure and address deferred maintenance projects across the state.
                      Projects for the Oregon DEPT. of TRANS. account for almost $4 million in
                      "Go Oregon" funding. Projects are not heavy highway construction. They
                      include a variety of facilities construction and maintenance work on ODOT
                      property statewide.
Transportation        Computer-Based Training Program - GoLearn.gov eTraining Computer-                   B   ODOT anticipates this initiative will return a "low" level of indirect savings   1   In Process
                      Based Training Program. Provides government employees with Web-                         to the agency in 09-11 and 11-13. Projected budget savings: High
                      based learning and development courses, as well as many other products                  >$800K Medium $200K to $800K Low <$200K
                      and services ODOT-IS employees use this online training to broaden their
                      skill sets even outside of their current IT job description. It serves as an
                      opportunity to grow their technical and soft skills for current positions and job
                      promotions. It helps with employee retention and saves dollars from having
                      to recruit new staff. Costs of subscription include a Non-Federal fee
                      (enrollment) of $ 12.30 and the cost of the curriculum (IT Skills Combo) of
                      $42.90 for a grand total of $55.20. This fee is for a one-year subscription.
                      Range of courses is limited to the subscribed curriculum. Employees can
                      take these courses at their-leisure and when time allows it; it can be stopped
                      and continued later. Record of individual training is recorded for manager's
                      reporting; certificates are awarded at completion of each course.
Transportation        Joint Software Development Programs 14.1 For Highway Transportation.,               X   ODOT anticipates this initiative will return a "medium" level of cost            2   In Process
                      ODOT produces some computer applications through the American                           avoidance to the agency. Projected budget savings: High >$800K
                      Association of State Highway TRANS. Officials (AASHTO) Cooperative                      Medium $200K to $800K Low <$200K. COMMENT - ODOT anticipates
                      Computer Software Development Program. These AASHTO members have                        this initiative will return a "medium" level of cost avoidance to the agency.
                      long recognized the benefits of cooperative efforts to develop, maintain and
                      enhance computer software products. In today's world of rapidly changing
                      technology and increased demands on TRANS. DEPT.s, joint software
                      development offers participants a unique opportunity to work together in
                      addressing commonly perceived needs and problems. By allowing agencies
                      across the country to combine their resources, the joint development
                      program provides enormous economies of scale, particularly in comparison
                      to developing and maintaining custom solutions. This process results in
                      significant cost savings, not only during initial software development, but
                      throughout the software product life cycle. As an example, a new
                      development project with 20 participants will allow each participating agency
                      to receive the full benefits of the work effort, including all project
                      deliverables, for only 5% of the total cost. The joint development approach
                      also produces more robust and better maintained software products, and
                      keeps members in charge of the product's future by fostering an
                      environment where the users guide enhancement activities.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         37
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                         B   STATUS
                                                                                                       A                                                                                   E
                                                                                                       T                                                                                   N
Transportation        Infrastructure Virtualization Infrastructure Virtualization. Virtualization of   D   ODOT anticipates this initiative will return a "medium" level of cost           2   In Process
                      ODOT's infrastructure started 10 years ago with the decision to dramatically         avoidance in 09-11 and 11-13. Projected budget savings: High >$800K
                      reduce the amount of storage on purchased servers in lieu of creating a              Medium $200K to $800K Low <$200K
                      Storage Area Network. We continue with this approach even as we are now
                      a member of the SDC. Virtualization can provide the agency with immediate
                      cost avoidance while improving the utilization of the infrastructure. Those
                      areas targeted for virtualization are: 12.1 From storage on individual servers
                      to a Storage Area Network. 12.2 From standalone servers to Blade Servers
                      in the Shared Services environment. 12.3 The mainframe has already been
                      updated to virtual logical partitions with the ability to have on-demand
                      capacity by turning on additional computing processors. 12.4 We are
                      currently researching the Microsoft Virtual Desktop by having Microsoft
                      products (Word, Excel, PowerPoint, etc.) home run back to a central server.
                      This will allow for lower cost by having less need for technical staff
                      supporting these applications on distributed PCs and more centralized
                      support of these applications at the server level.
Transportation        Collaboration Tools: Implemented a Collaborative Software initiative.            B   ODOT anticipates this initiative will return a "low" level of cost avoidance.   2   In Process
                      ODOT has and continues to implement a suite of standard collaboration                Projected budget savings: High >$800K Medium $200K to $800K Low
                      tools and Services that is supported and easy to access. The goal is to have         <$200K
                      ODOT staff and business partners easily collaborate on projects and work
                      regardless of their physical location. The expected outcome is for staff to be
                      comfortable and productive using interactive audio and visual collaboration
                      tools, while ODOT-IS provides a reliable, high-performance IT infrastructure
                      and tools to support collaboration. To date, our collaboration tools include
                      11.5 Implemented a Collaborative Software initiative (ODOT Social Media
                      Networking Project) for the ODOT Communications Division to reduce the
                      cost and time of getting video content to the public.
Transportation        Blackberry Messaging Communications Collaboration Tools. ODOT                    X   COMMENT - ODOT anticipates this initiative will return direct cost              2   In Process
                      has and continues to implement a suite of standard collaboration tools and           savings of $350,000 in 09-11 and $350,000 in 11-13. Total - $ 700,000.
                      Services that is supported and easy to access. The goal is to have ODOT
                      staff and business partners easily collaborate on projects and work
                      regardless of their physical location. The expected outcome is for staff to be
                      comfortable and productive using interactive audio and visual collaboration
                      tools, while ODOT-IS provides a reliable, high-performance IT infrastructure
                      and tools to support collaboration. To date, our collaboration tools include
                      11.4 Blackberry Messaging Communications. To enable faster
                      communications, decision making and positive return on investment ODOT
                      Blackberry Business Case and ROI. URL:
                      http://www.oregon.gov/ODOT/CS/ISB/docs/
                      Hotdocs2009/ODOTBlackBerryBusinessCa se_ROI_121605.doc
Transportation        Collaboration Tools - FileNet Enterprise Content Management (ECM)                G   The expected outcome is for staff to be comfortable and productive using        2   In Process
                      ODOT has and continues to implement a suite of standard collaboration                interactive audio and visual collaboration tools, while ODOT-IS provides
                      tools and services that is supported and easy to access. The goal is to have         a reliable, high-performance IT infrastructure and tools to support
                      ODOT staff and business partners easily collaborate on projects and work             collaboration. To date, our collaboration tools include 11.2 FileNet
                      regardless of their physical location.                                               Enterprise Content Management (ECM), whereby we have reduced an
                                                                                                           employee's time in looking for documents by about 5 plus hours a week
                                                                                                           per employee for a huge efficiency. ODOT anticipates this initiative will
                                                                                                           return cost avoidance of $200,000 in 09-11 and $200,000 in 11-13.

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         38
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                         B   STATUS
                                                                                                       A                                                                                   E
                                                                                                       T                                                                                   N
Transportation        Innovation - Replacement of T1 Circuits and wireless cards at remote             X   ODOT anticipates this initiative will result in direct savings of $147,000 in   1   In Process
                      ODOT Offices Innovation is focused in the business direction and goals,              09-11 and $283,000 in 11-13. COMMENT - ODOT anticipates this
                      and not on staff assignments, tools, approaches and the newest methods.              initiative will result in direct savings of $147,000 in 09- 11 and $283,000
                      For ODOT, things that contribute to this are: 10.1 Replacement of T1 circuits        in 11-13. Total - $ 430,000
                      and Broadband Wireless Communications cards at remote ODOT offices:
                      This proposal calls for the elimination of T1 lines at 17 scale sites and
                      acquiring Air Cards for network access at these specified locations. By
                      investing $28K in Air Cards, the biennial reduction in SDC network charges
                      is projected to be $287K. Slight savings are seen with ITS moving from T1
                      to air cards in Region 1.
Transportation        Purchasing Delegated Authority. ODOT has asked for higher levels of              A   09-11 projected benefit *$5,408 per contract. 11-13 projected benefit           2   In Process
                      delegated authority to reduce cost and time of purchasing. Our Synchronize           $*5570 per contract
                      the Organization Procurement - DAS SPO Delegation to ODOT analysis
                      demonstrates changes in turnaround times and actual cost savings if DAS
                      Delegates authority to Agency.
Transportation        Collaboration Tools - FileNet Email Manager for email archiving. ODOT            G   ODOT Anticipates this initiative will return a "medium" level of cost           2   In Process
                      has and continues to implement a suite of standard collaboration tools and           avoidance to the agency in 09-11 and 11-13. Projected budget savings:
                      services that is supported and easy to access. The goal is to have ODOT              High >$800K Medium $200K to $800K Low <$200K
                      staff and business partners easily collaborate on projects and work
                      regardless of their physical location. The expected outcome is for staff to be
                      comfortable and productive using interactive audio and visual collaboration
                      tools, while ODOT-IS provides a reliable, high-performance IT infrastructure
                      and tools to support collaboration. To date, our collaboration tools include
                      11.3 FileNet Email Manager for email archiving. This project is in work for to
                      establish an ODOT enterprise-scale service for managing the archiving,
                      retention and retrieval of information. The service focuses on mail messages
                      and other electronically stored documents in mailboxes, including the MS
                      Exchange archiving, storing email as a public record, and email as an
                      investigation tool. Cost savings eliminates staff hours to manually restore
                      back up tapes and email environments, plus manually searching for specific
                      email criteria.
Public Employees      Implementation of Blackberries for selected individuals using a SaaS             C   Provide quick turnaround time on setting up Blackberry users without the        9   Finished
Retirement System     provider. Establish the Blackberry service with NotifyLink. Since PERS is            need for acquiring, implementing, and maintaining the hardware and
                      not a heavy user of PDAs, it is not cost effective to maintain our own               software necessary to provide the service. For a low yearly fee, we can
                      servers.                                                                             provide this service quickly and effectively. COMMENT - This service
                                                                                                           has been in place for a year with few, if any problems. RESULT - $10 K
                                                                                                           / 30 hrs.
Public Employees      Implementation of automated workflow. As part of the RIMS conversion             I   These workflows have improved throughput and consistency in agency              3   Continuous
Retirement System     project, we have implemented a workflow and document management                      processes. To date, the agency has processed over 250,000 workflow                  Improvement
                      system. This system establishes electronic workflows for all of the major            transactions. COMMENT - It is not possible to fully measure the
                      benefits administration processes across the agency. It keeps track of work          efficiencies gained at this time since we are still in the process of
                      queues to ensure timely response to work items and prevents things from              implementing and fining tuning workflows. However, we have reduced
                      falling through the cracks.                                                          the time for member mail to be distributed throughout the agency to 1-2
                                                                                                           hours because all incoming mail is scanned and distributed
                                                                                                           electronically. With the release of Stage 2B (3rd Qtr 2010) of the RCP
                                                                                                           project we will have over 70 automated workflows in place.



   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                           39
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                       C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                          A                                                                                  E
                                                                                                          T                                                                                  N
Public Employees      Install NextScan Microfilm/microfiche high speed scanner The Next                   G   1. Film stock is becoming old and requires either replacing or moving to       3   In Process
Retirement System     Scan equipment and supporting software provides the agency a means to                   new technologies, digitals. Cost to produce now working copies of film
                      migrate images from microfilm/microfiche to digital images in a timely and              does not improve the efficient of producing information to business
                      efficient manner with limited labor cost.                                               activities but maintains the status quo. Vendors who process film stock
                                                                                                              are becoming fewer and security of information leaving the facility
                                                                                                              contains sensitive information. 2. Provides better records management
                                                                                                              activities of information. Digital images are managed on a one to one
                                                                                                              basis where film stock is managed on a date created, by roll, for lots of
                                                                                                              ~5200 images per roll. COMMENT - OPERS is in the process of
                                                                                                              migrating filmed images to digital in support of faster retirement
                                                                                                              processing. Currently the process requires migrating one image at a
                                                                                                              time, the new process will allow entire rolls to migrate reducing the long
                                                                                                              term labor cost of having to maintaining a higher level of staffing. The
                                                                                                              initial costs saving are in not having to produce replacement film stock as
                                                                                                              working copies. OPERS will also have the ability to provide film
                                                                                                              conversion activities to other State agencies as a service.
Public Employees      Automated Software Testing Tools Implementation of a suite of                       H   Allows PERS to create automated testing scripts for regression testing         3   Continuous
Retirement System     automated testing tools. These tools are used during the development and                and functional testing. This enables more test coverage with fewer                 Improvement
                      testing of software. They provide the ability to scripting test scenarios for           human resources. To date, it is estimated that PERS saved about 25,000
                      regression testing as well as scan programming code for vulnerabilities.                person hours in testing resources. These tools also have the added
                                                                                                              benefit of enabling staff to create 'input robots' for mundane data entry
                                                                                                              tasks. COMMENT - We began using these tools in a limited capacity
                                                                                                              several years ago. More recently, we have added more scripts to our
                                                                                                              regression testing suite and have greatly enhanced our ability to perform
                                                                                                              regression tests on our systems.
Secretary of State    Redundant Site This concept provides a redundant site for all web-based             G   Help insure application availability to enable business continuity, disaster   4   Opportunity
                      public facing applications. The first applications to use this site will include:       recovery. In the future, this site may also help with load balancing of
                      Election System for Tracking and Reporting, Central Business Registry and               current application. CONTACT - Julie Pearson- Ruthven 503-986-2167
                      Electronic Records Management.
State Data Center     Mainframe System Software Consolidation Analysis - On behalf of the                 D   The SDC Mainframe Enterprise Systems Team is taking action on the list         1   In Process
                      State Data Center Advisory Board - a Mainframe System Software                          of savings opportunities. The first opportunity involves the Mainframe
                      Consolidation Workshop was held in July 2009 after months of mainframe                  IBM Test and Debug Tools Upgrade Project. A special procurement was
                      software inventory, analysis and preparation. The goal of the session was               just completed and a forum was held on January 27, 2010 to discuss
                      to identify potential costs savings and efficiencies by reducing the number of          high level milestones, timeline, risks, and the communication plan for
                      mainframe tools in use that serve the same purpose and standardize, if                  installation of the new toolset and the decommissioning of existing
                      possible, on a common set of mainframe software tools (e.g. Job                         Mainframe Test and Debug Tools.
                      Schedulers, Analysis tools, Development tools, etc.)
                                                                                                              The session was held over 1 and ½ days. Over 30 representatives from
                      http://www.oregon.gov/ODOT/CS/ISB/docs/Hotdocs2009/3rdquarter09/Cons                    6 agencies reviewed 147 mainframe software titles and identified 43
                      olidationWorkshop720x480.wmv                                                            consolidation candidates that represented $5,142,440 in potential
                                                                                                              savings over the next 5 years.
State Data Center     Program 2 - Replace critical phone systems to ensure stable and                     E   Deferral of this initiative resulted in a $3.8M cost avoidance in the 09-11    2   Hold
                      reliable operation Focus Area 1 - Consolidation (Program 2: Voice                       biennium.
                      Upgrade and Consolidation) This program consolidates the traditional and
                      Internet Protocol (IP) voice telephony environments, along with system
                      tools, utilities, systems software, and operating systems used to support
                      telephony. The program aligns with the cost and value implications of an
                      agreed level of service. Design efforts consider impact of choices on

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                          40
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                         B   STATUS
                                                                                                        A                                                                                   E
                                                                                                        T                                                                                   N
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Deferred replacement of critical phone systems. Resulted in budget
                      reduction in 09-11
State Data Center     Program 2 - Upgrade and replace premise based telephone equipment                 E   Deferral of this initiative resulted in a cost avoidance of $3.4M in the 09-    2   Hold
                      to ensure stable and reliable operation Focus Area 1 - Consolidation                  11 biennium.
                      (Program 2: Voice Upgrade and Consolidation) This program
                      consolidates the traditional and Internet Protocol (IP) voice telephony
                      environments, along with system tools, utilities, systems software, and
                      operating systems used to support telephony. The program aligns with the
                      cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers. Action: Deferred the upgrade and replacement of
                      premise based telephone equipment. Resulted in a budget reduction in 09-
                      11
State Data Center     Program 2 - Upgrade and replace off-net premise based telephone                   E   The cancellation of this project resulted in $3.4 M in cost avoidance in        2   Hold
                      equipment to ensure stable and reliable operation Focus Area 1 -                      the 07-09 biennium
                      Consolidation (Program 2: Voice Upgrade and Consolidation) This
                      program consolidates the traditional and Internet Protocol (IP) voice
                      telephony environments, along with system tools, utilities, systems software,
                      and operating systems used to support telephony. The program aligns with
                      the cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers. Action: Cancelled the Upgrade and replace off-net
                      premise based telephone equipment


State Data Center     Program 3 - Reduce number of physical servers in remote locations by              D   The cancellation of this initiative resulted in a cost avoidance of $2.0 M in   2   Hold
                      locally virtualizing on new hardware and operating systems Focus                      the 09-11 biennium.
                      Area 1 - Consolidation (Program 3 - Server Consolidation) This program
                      consolidates Windows, Novell and Linux servers, along with system tools,
                      utilities, systems software, and operating systems used to support them.
                      The program aligns with the cost and value implications of an agreed level
                      of service. Design efforts consider impact of choices on reliability,
                      availability, performance, security, and serviceability. Implementation efforts
                      stress minimum disruption of service to customers. Action: Cancelled
                      initiative. Resulted in budget reduction in 09-11
State Data Center     Multi-program initiative - Mainframe, UNIX and iSeries software and               D   Improves the efficiency, effectiveness and recoverability of these              3   Finished
                      operating system upgrades Mainframe, UNIX and iSeries software and                    computing environments
                      operating system upgrades brought systems up to supported levels
                      increasing recoverability.
State Data Center     Program 4 - Consolidation of UNIX shared services (databases, web                 D   Improve the efficiency and effectiveness of the UNIX operating                  3   Finished
                      application servers) Focus Area 1 - Consolidation (Program 4 - Unix                   environment
                      Consolidation) This program consolidates Unix pSeries systems, along
                      with system tools, utilities, systems software, and operating systems used to
                      support Unix. Program targets align with the cost and value implications of

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                41
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                              B   STATUS
                                                                                                         A                                                                        E
                                                                                                         T                                                                        N
                      an agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Consolidation of UNIX shared services offering 3 brands of
                      databases and 2 brands of web application servers.
State Data Center     Program 5 - iSeries Consolidation Focus Area 1 - Consolidation                     D   Improved the efficiency and effectiveness of the iSeries operating   3   Finished
                      (Program 5 iSeries Consolidation) This program consolidates the iSeries                environment.
                      systems, along with system tools, utilities, systems software, and operating
                      systems used to support the iSeries. Program targets align with the cost and
                      value implications of an agreed level of service. Design efforts consider
                      impact of choices on reliability, availability, performance, security, and
                      serviceability. Implementation efforts stress minimum disruption of service to
                      customers. Action: Consolidated 3 iSeries to 1
State Data Center     Program 4 - Unix Consolidation Focus Area 1 - Consolidation (Program               D   Improved the efficiency and effectiveness of the Unix operating      3   Finished
                      4 - Unix Consolidation) This program consolidates Unix pSeries systems,                environment
                      along with system tools, utilities, systems software, and operating systems
                      used to support Unix. Program targets align with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Consolidated 125 UNIX systems to 20 lessening hardware variations
                      and complexities.
State Data Center     Program 6 - Mainframe Consolidation Focus Area 1 - Consolidation                   D   Improved efficiency and effectiveness of mainframe operating         3   Finished
                      (Program 6 - zSeries Consolidation) This program consolidates the                      environment
                      zSeries systems, along with system tools, utilities, systems software, and
                      operating systems used to support the zSeries. Program targets align with
                      the cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers. Action: Consolidated 3 mainframes to 1
State Data Center     Program 3 - Implemented the new standard virtual server environment                D   Improved efficiently and effectiveness of server provisioning        3   Finished
                      Focus Area 1 - Consolidation (Program 3 - Server Consolidation) This
                      program consolidates Windows, Novell and Linux servers, along with
                      system tools, utilities, systems software, and operating systems used to
                      support them. The program aligns with the cost and value implications of an
                      agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Implemented the new standard virtual server environment reducing
                      server delivery times from average of 6 weeks to between 2 hours to 48
                      hours.
State Data Center      Program 7 - Increased the hardware capacity of Automatic Tape                  G Action resulted in reduced cost for tape storage                           2 Finished
                       Library Focus area 1 - Consolidation (Program 7 - Storage
                       Consolidation) This program consolidates the storage systems, along with
                       system tools, utilities, systems software, and operating systems used to
                       support storage. Program targets align with the cost and value implications
                       of an agreed level of service. Design efforts consider impact of choices on
                       reliability, availability, performance, security, and serviceability.
   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                          42
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                         A                                                                                  E
                                                                                                         T                                                                                  N
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Increased the hardware capacity of Automatic Tape Library to
                      handle an additional 1,000 tapes at any one time allowing for more less-
                      expensive tape storage.
State Data Center     Program 7 - Implemented tiered Storage Area Network Focus area 1 -                 G   Improved capacity and efficiency of Storage Area Network to meet               3   Finished
                      Consolidation (Program 7 - Storage Consolidation) This program                         customer requirements.
                      consolidates the storage systems, along with system tools, utilities, systems
                      software, and operating systems used to support storage. Program targets
                      align with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Implemented 435
                      terabytes tiered Storage Area Network allowing for access of storage based
                      on agency requirements for need, speed and cost.
State Data Center     Program 13 - Conduct initial off-site testing of the recovery plan (TAP)           X   Cancellation of this initiative resulted in $50,000 in cost avoidance in 09-   2   Hold
                      Focus Area 6 - Disaster Recovery Management (Program 13 - Disaster                     11. COMMENT - Disaster Recovery management Initiative.
                      Recovery Plan) This program implements disaster recovery (DR) services
                      in support of and as determined necessary by each state agency and
                      aligned with the cost and value implications of an agreed level of service.
                      Action: Cancel the initiative
State Data Center     Program 7 - Implemented an Enterprise Backup System Focus area 1 -                 G   Improved efficiency and effectiveness of backup system                         3   Finished
                      Consolidation (Program 7 - Storage Consolidation) This program
                      consolidates the storage systems, along with system tools, utilities, systems
                      software, and operating systems used to support storage. Program targets
                      align with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Consolidated backup
                      system to a single Enterprise Backup System lessening variations and
                      complexities.
State Data Center     Program 13 - Conduct periodic reviews with participating agencies to               X   Cancellation of this initiative resulted in $50,000 in cost avoidance in 09-   2   Hold
                      ensure any changes to agency critical business functions,                              11. COMMENT - Disaster Recovery Management Initiative
                      infrastructure requirements, and cost to recover are known and
                      approved Focus Area 6 - Disaster Recovery Management (Program 13 -
                      Disaster Recovery Plan) This program implements disaster recovery (DR)
                      services in support of and as determined necessary by each state agency
                      and aligned with the cost and value implications of an agreed level of
                      service. Action: Cancel the initiative
State Data Center     Program 8 - Operations Consolidation (Ticketing System) Focus Area 1               H   More efficient and effective management of service requests within SDC         3   Finished
                      - Consolidation (Program 8 - Operations Consolidation) This program                    and with Agency partners.
                      consolidates the tools and utilities needed to operate the SDC infrastructure
                      and operating systems. Program targets align with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Implemented a single open source ticketing system


   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         43
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                        A                                                                                  E
                                                                                                        T                                                                                  N
State Data Center     Multi-Program Initiative - Implemented equipment operating leases for             E   More efficient and effective asset/lifecycle management                        3   Finished
                      Enterprise Systems Action: Implemented equipment operating leases to
                      provide predictable expenses for Enterprise Systems users, predictable
                      lifecycle replacement, and capacity on demand.
State Data Center     Program 3 - Server Consolidation (Email Hub) Focus Area 1 -                       D   Emergency hardware and capacity upgrade to ensure the continued                3   Finished
                      Consolidation (Program 3 - Server Consolidation) This program                         effective and efficiency synchronization of email addresses across the
                      consolidates Windows, Novell and Linux servers, along with system tools,              state's various email systems.
                      utilities, systems software, and operating systems used to support them.
                      The program aligns with the cost and value implications of an agreed level
                      of service. Design efforts consider impact of choices on reliability,
                      availability, performance, security, and serviceability. Implementation efforts
                      stress minimum disruption of service to customers. Action: Implemented an
                      emergency hardware and capacity upgrade to the mail hub utility which
                      passes synchronized email addresses to all agencies.
State Data Center     Program 1 - Network Consolidation (Right-sized Smartnet) Focus Area               D   Resulted in cost avoidance of $519,000                                         2   Finished
                      1 - Consolidation (Program 1 - Network Consolidation) This program
                      consolidates the SDC network, along with network management, system
                      tools, utilities, systems software, and operating systems used to support the
                      network. The program aligns with the cost and value implications of an
                      agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Right sized Smartnet, right amount of maintenance on Cisco
                      equipment and renegotiated contract to save $519,000
State Data Center     Program 13 - Complete deployment of the discovery tool to validate                X   Cancellation of this initiative resulted in $300,000 in cost avoidance in      2   Hold
                      agency application interdependencies and ensure that identification of                09- 11. COMMENT - Disaster Recovery Management initiative.
                      all infrastructure components and changes to components are
                      managed for successful recovery Focus Area 6 - Disaster Recovery
                      Management (Program 13 - Disaster Recovery Plan) This program
                      implements disaster recovery (DR) services in support of and as determined
                      necessary by each state agency and aligned with the cost and value
                      implications of an agreed level of service. Action: Cancel the initiative
State Data Center     Program 9 - Add 20 FTE across the SDC to support understaffed                     X   Deferral of this initiative resulted in cost avoidance of $3.4 M.              2   Hold
                      functions Focus Area 2 - Staffing and Workforce Management                            COMMENT - Workforce management related initiative.
                      (Program 9 Staffing Plan and Report) Under the Staffing and Workforce
                      Management Focus Area, SDC management has outlined an estimate of
                      the staffing outcomes to meet the support of base operations, agreed
                      services and service levels, growth of existing services, and approved
                      projects. Action: Deferred this initiative
State Data Center     Program 9 - Add 1 FTE to support mainframe operations Focus Area 2 -              X   Deferral of this initiative resulted in $198,000 in cost avoidance in 07-09.   2   Hold
                      Staffing and Workforce Management (Program 9 - Staffing Plan and                      COMMENT - Workforce management related initiative.
                      Report) Under the Staffing and Workforce Management Focus Area, SDC
                      management has outlined an estimate of the staffing outcomes to meet the
                      support of base operations, agreed services and service levels, growth of
                      existing services, and approved projects. Action: Deferred this initiative in
                      07-09


   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                           44
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                                         B   STATUS
                                                                                                         A                                                                                   E
                                                                                                         T                                                                                   N
State Data Center     Program 7 - Upgrade automated tape library drives for capacity and to              G   The deferral of this initiative resulted in $2.1 M in cost avoidance in 07-09   2   Hold
                      enable tape encryption Focus area 1 - Consolidation (Program 7 -
                      Storage Consolidation) This program consolidates the storage systems,
                      along with system tools, utilities, systems software, and operating systems
                      used to support storage. Program targets align with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Deferred this initiative in 07-09
State Data Center     Program 3 - Replace Server equipment per life cycle replacement plan               E   Reduction in funding for this initiative resulted in cost avoidance of $2.8     2   In Process
                      Focus Area 1 - Consolidation (Program 3 - Server Consolidation) This                   M in 09-11
                      program consolidates Windows, Novell and Linux servers, along with
                      system tools, utilities, systems software, and operating systems used to
                      support them. The program aligns with the cost and value implications of an
                      agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Reduce funding for this initiative from $4.0 M to $1.2 M
State Data Center     Program 6 - Consolidate and reduce number of installed software                    D   Reduction in funding for this initiative resulted in a cost avoidance of        2   In Process
                      products that have redundant functions to include developer toolset.                   $620 K in 09-11
                      Reduce SDC software costs and pass through costs to agencies Focus
                      Area 1 - Consolidation (Program 6 - zSeries Consolidation) This
                      program consolidates the zSeries systems, along with system tools, utilities,
                      systems software, and operating systems used to support the zSeries.
                      Program targets align with the cost and value implications of an agreed level
                      of service. Design efforts consider impact of choices on reliability,
                      availability, performance, security, and serviceability. Implementation efforts
                      stress minimum disruption of service to customers. Action: Reduced funding
                      for this initiative from $1.1 M to $480 k
State Data Center     Program 4 - Upgrade pSeries systems to utilize higher capacity and                 D   Elimination of funding for this initiative resulted in $2.5 M in cost           2   Hold
                      advanced management tools Focus Area 1 - Consolidation (Program 4                      avoidance in 09-11
                      - Unix Consolidation) This program consolidates Unix pSeries systems,
                      along with system tools, utilities, systems software, and operating systems
                      used to support Unix. Program targets align with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Eliminate funding for this initiative
State Data Center     Program 3 - Implement management tools to manage privileged access                 D   Elimination of funding for this initiative resulted in $50,000 in cost          2   Hold
                      on all SDC servers Focus Area 1 - Consolidation (Program 3 - Server                    avoidance in 09-11
                      Consolidation) This program consolidates Windows, Novell and Linux
                      servers, along with system tools, utilities, systems software, and operating
                      systems used to support them. The program aligns with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Eliminate funding for this initiative in 09-11

   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                         45
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                         A                                                                                 E
                                                                                                         T                                                                                 N
State Data Center     Program 1 - Consolidated network segments and upgrade the network                  D   Consolidated over 1,400 network segments to under 300; upgraded the           1   Finished
                      backbone Focus Area 1 - Consolidation (Program 1 - Network                             network backbone providing for higher speed at lower cost.
                      Consolidation) This program consolidates the SDC network, along with
                      network management, system tools, utilities, systems software, and
                      operating systems used to support the network. The program aligns with the
                      cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers.
State Data Center     Program 9 - Add 4 FTE to manage the state e-mail hub, message filters,             X   Deferral of this initiative resulted in a cost avoidance of $820,000 in 07-   2   Hold
                      encryption, spam and virus protection in the Security program Focus                    09. COMMENT - Workforce management related initiative.
                      Area 2 - Staffing and Workforce Management (Program 9 Staffing Plan
                      and Report) Under the Staffing and Workforce Management Focus Area,
                      SDC management has outlined an estimate of the staffing outcomes to meet
                      the support of base operations, agreed services and service levels, growth
                      of existing services, and approved projects. Action: Deferred this imitative in
                      07-09
State Data Center     Program 7 - Replace Storage Equipment per lifecycle replacement plan               E   Deferral of this initiative resulted in $1 M in cost avoidance in 09-11       2   Hold
                      09-11 Focus area 1 - Consolidation (Program 7 - Storage
                      Consolidation) This program consolidates the storage systems, along with
                      system tools, utilities, systems software, and operating systems used to
                      support storage. Program targets align with the cost and value implications
                      of an agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Defer this initiative
State Data Center     Program 7 - Increase Storage Capacity to meet customer needs Focus                 G   Deferral of this initiative resulted in a $2 M cost avoidance in 09-11        2   Hold
                      area 1 - Consolidation (Program 7 - Storage Consolidation) This
                      program consolidates the storage systems, along with system tools, utilities,
                      systems software, and operating systems used to support storage. Program
                      targets align with the cost and value implications of an agreed level of
                      service. Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Defer this initiative
State Data Center     Program 7 - Implement Test SAN Focus area 1 - Consolidation                        G   Cancellation of this initiative resulted in $150,000 in cost avoidance in     2   Hold
                      (Program 7 - Storage Consolidation) This program consolidates the                      09- 11
                      storage systems, along with system tools, utilities, systems software, and
                      operating systems used to support storage. Program targets align with the
                      cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers. Action: Cancel this initiative




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                       46
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                    C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                       A                                                                                 E
                                                                                                       T                                                                                 N
State Data Center     Program 7 - Implement SAN Storage Encryption Focus area 1 -                      G   Cancellation of this initiative resulted in $100,000 in cost avoidance in     2   Hold
                      Consolidation (Program 7 - Storage Consolidation) This program                       09- 11.
                      consolidates the storage systems, along with system tools, utilities, systems
                      software, and operating systems used to support storage. Program targets
                      align with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Cancel this initiative
State Data Center     Program 7 - Implement tape encryption on tape library Focus area 1 -             G   Elimination of funding for this initiative resulted in $100,000 cost          2   Hold
                      Consolidation (Program 7 - Storage Consolidation) This program                       avoidance.
                      consolidates the storage systems, along with system tools, utilities, systems
                      software, and operating systems used to support storage. Program targets
                      align with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Cancelled this initiative.
State Data Center     Program 7 - Implement data de- duplication Focus area 1 -                        G   The reduction in funding for this initiative resulted in cost avoidance of    2   In Process
                      Consolidation (Program 7 - Storage Consolidation) This program                       $500 K in 09-11
                      consolidates the storage systems, along with system tools, utilities, systems
                      software, and operating systems used to support storage. Program targets
                      align with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Reduced funding for
                      this initiative in 09-11 from $1 M to $500 k.
State Data Center     Program 7 - Replace Storage Equipment per lifecycle replacement plan             E   Deferral of this initiative resulted in a cost avoidance of $500 K in 07-09   2   Hold
                      07-09 Focus area 1 - Consolidation (Program 7 - Storage
                      Consolidation) This program consolidates the storage systems, along with
                      system tools, utilities, systems software, and operating systems used to
                      support storage. Program targets align with the cost and value implications
                      of an agreed level of service. Design efforts consider impact of choices on
                      reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Deferred this initiative in 07-09
State Data Center     Program 3 - Implement tools to manage SDC computing capacity and                 D   Elimination of funding for this initiative resulted in $1.5 M in cost         2   Hold
                      facilitate disaster recovery Focus Area 1 - Consolidation (Program 3 -               avoidance in 09-11.
                      Server Consolidation) This program consolidates Windows, Novell and
                      Linux servers, along with system tools, utilities, systems software, and
                      operating systems used to support them. The program aligns with the cost
                      and value implications of an agreed level of service. Design efforts consider
                      impact of choices on reliability, availability, performance, security, and
                      serviceability. Implementation efforts stress minimum disruption of service to
                      customers. Action: Eliminate funding for this initiative.




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                          47
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                      C   BENEFIT / COMMENT / TOTAL / START / END                                        B   STATUS
                                                                                                         A                                                                                  E
                                                                                                         T                                                                                  N
State Data Center     Program 1 - Replace Network equipment per lifecycle replacement Plan               E   Reduced lifecycle replacement plan funding from $5.5M to $1.6M                 2   In Process
                      Focus Area 1 - Consolidation (Program 1 - Network Consolidation) This                  resulting in a cost avoidance of $3.9 M for the 09-11 Biennium.
                      program consolidates the SDC network, along with network management,
                      system tools, utilities, systems software, and operating systems used to
                      support the network. The program aligns with the cost and value
                      implications of an agreed level of service. Design efforts consider impact of
                      choices on reliability, availability, performance, security, and serviceability.
                      Implementation efforts stress minimum disruption of service to customers.
                      Action: Reduced lifecycle replacement plan funding from $5.5M to $1.6M
                      resulting in a cost avoidance of $3.9 M for the 09-11 Biennium.
State Data Center     Program 1 - Implementation of the Eastern Oregon high-speed,                       D   The cancellation of this initiative resulted in a cost avoidance of $3.5M in   2   Hold
                      redundant backbone Focus Area 1 - Consolidation (Program 1 -                           the 09-11 biennium.
                      Network Consolidation) This program consolidates the SDC network,
                      along with network management, system tools, utilities, systems software,
                      and operating systems used to support the network. The program aligns
                      with the cost and value implications of an agreed level of service. Design
                      efforts consider impact of choices on reliability, availability, performance,
                      security, and serviceability. Implementation efforts stress minimum
                      disruption of service to customers. Action: Cancelled the implementation of
                      the Eastern Oregon high- speed, redundant backbone project. Taken as a
                      budget reduction in 09-11
State Data Center     Program 1 - Completion of multi- protocol label switching (MPLS)                   D   Deferral of this initiative resulted in a $1.1M Cost avoidance for the 09-11   2   Hold
                      deployment Focus Area 1 - Consolidation (Program 1 - Network                           biennium
                      Consolidation) This program consolidates the SDC network, along with
                      network management, system tools, utilities, systems software, and
                      operating systems used to support the network. The program aligns with the
                      cost and value implications of an agreed level of service. Design efforts
                      consider impact of choices on reliability, availability, performance, security,
                      and serviceability. Implementation efforts stress minimum disruption of
                      service to customers. Action: Deferred Completion of multi-protocol label
                      switching (MPLS) deployment. Budget reduction taken in 09-11
State Data Center     Program 1 - Consolidation of the connections of customer agency                    D   Deferral of the consolidation of the connections of customer agency            2   Hold
                      locations into high-speed backbone Focus Area 1 - Consolidation                        location into the high-speed backbone resulted in $1.5 M in cost
                      (Program 1: Network Consolidation) This program consolidates the SDC                   avoidance for the 09-11 biennium.
                      network, along with network management, system tools, utilities, systems
                      software, and operating systems used to support the network. The program
                      aligns with the cost and value implications of an agreed level of service.
                      Design efforts consider impact of choices on reliability, availability,
                      performance, security, and serviceability. Implementation efforts stress
                      minimum disruption of service to customers. Action: Deferred Consolidate
                      the connections of customer agency locations into high-speed backbone.
                      Offered as an 09-11 Budget reduction




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).
   IT Cost & Efficiency Reporting System, Summary of IT Cost and Efficiency Efforts - January 7, 2010 and January 26, 2010                                                                        48
AGENCY                IT COST OR EFFICIENCY CONCEPT                                                     C   BENEFIT / COMMENT / TOTAL / START / END                                       B   STATUS
                                                                                                        A                                                                                 E
                                                                                                        T                                                                                 N
State Data Center     Program 3 - Consolidate existing servers located in the SDC into the              D   The reduction in funding for this initiative resulted in a $1.6 M cost        2   In Process
                      virtual and Blade environments Focus Area 1 - Consolidation (Program                  avoidance in the 09-11 biennium.
                      3 - Server Consolidation) This program consolidates Windows, Novell and
                      Linux servers, along with system tools, utilities, systems software, and
                      operating systems used to support them. The program aligns with the cost
                      and value implications of an agreed level of service. Design efforts consider
                      impact of choices on reliability, availability, performance, security, and
                      serviceability. Implementation efforts stress minimum disruption of service to
                      customers. Action: Reduced funding for this initiative from $4 M to $2.4 M.
State Data Center     Program 3 - Expand management capabilities for servers Focus Area 1               E   The elimination of funding for this initiative resulted in a cost avoidance   2   Hold
                      - Consolidation (Program 3 - Server Consolidation) This program                       of $1.0 M
                      consolidates Windows, Novell and Linux servers, along with system tools,
                      utilities, systems software, and operating systems used to support them.
                      The program aligns with the cost and value implications of an agreed level
                      of service. Design efforts consider impact of choices on reliability,
                      availability, performance, security, and serviceability. Implementation efforts
                      stress minimum disruption of service to customers. Action: Eliminate funding
                      for this initiative resulting in budget reduction for 09-11




   Appendix B – Email Roadmap V0.3 (separate file)




   Legend – Category: A - IT Procurement; B - Web-based Tools / Online Services; C - Software as a Service (SaaS); D - Consolidation / Shared Service; E - IT Asset / Lifecycle Management; F
   - Green IT; G - Data Management / Storage; H - Continuous Improvement; I - Business Process Streamlining; X – Other (See Comment). Benefit Type: 1 - Cost Savings (Direct / Indirect); 2 -
   Cost Avoidance; 3 - Improved Efficiency or Effectiveness; 4 - Improved Customer Service; 5 - Strategic Capacity / Enterprise Alignment; 9 – Other (See Comment).

								
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